Executive Administrative Assistant

Executive Administrative Assistant

Position Summary:
We are seeking an organized, proactive, and highly professional Executive Administrative Assistant to support our Executive Director and Board of Directors. In this pivotal role, you will ensure smooth day-to-day operations, coordinate Board activities, manage vital records, support Human Resources functions, and handle a variety of administrative tasks with discretion and efficiency.

The ideal candidate is resourceful, adaptable, and thrives in a dynamic environment. You excel at multitasking, anticipating needs, solving problems independently, and communicating effectively with internal and external stakeholders.

Minimum qualifications: High School Diploma or equivalent; valid Alabama driver’s license; minimum of five (5) years progressively responsible administrative support experience. A broad knowledge of community mental health operations preferred.

Primary Responsibilities:

1. Executive Office Support

• Keep the Executive Director’s office highly organized and efficient each day.
• Maintain up-to-date, accessible files and documents.
• Manage contracts promptly and accurately, ensuring proper signatures, distribution, and filing and troubleshooting issues as they arise.
• Greet and assist visitors, representing the Executive Director’s office with professionalism and excellent public relations skills.
• Provide confidential typing, and general administrative support, ensuring accuracy and timeliness.
• Prepare agendas, minutes, and schedules for meetings, anticipating the Executive Director’s needs.

2. Board Coordination

• Distribute Board meeting notices and minutes promptly.
• Prepare and organize Board meeting materials in a clear, sequential manner.
• Maintain organized files for Board minutes and correspondence.
• Schedule all Board and Committee meetings, including the Annual Meeting, with attention to detail and foresight.

3. Facility Records Management

• Maintain organized files for each facility, covering certifications, site visits, maintenance, renovations, leases, and related records.
• Ensure files are updated proactively and easily accessible for compliance and reporting needs.
• Prepare and maintain report for performance of clinical reviews of client charts
• Receive and fulfill requests for documentation from the Department of Disability Services

4. Human Resources Support

• Assist with managing Relias Learning data for new hires and employee updates.
• Assist with coordinating staff events such as holiday luncheons and wellness activities.
• Assist with preparations for certification site visits, reviews, and audits.

5. Additional Administrative Support

• Maintain Consultation and Education files in compliance with standards.
• Organize Committee Meeting minutes.
• Monitor and maintain office supply levels for the Executive Director’s office.
• Create and maintain an after-hours on-call schedule for outpatient therapists.
• Complete additional duties and special projects as assigned, upholding confidentiality and accuracy.

Key Qualities for Success:

• Exceptional Organizational Skills: Manage multiple tasks, deadlines, and projects efficiently.
• Strong Communication: Clear and professional written and verbal communication with staff, Board members, partners, and visitors.
• Attention to Detail: Ensure accuracy and thoroughness in all tasks, documents, and communications.
• Problem-Solving: Anticipate challenges and resolve issues independently.
• Time Management: Prioritize tasks, manage schedules, and meet deadlines consistently.
• Proactiveness & Resourcefulness: Take initiative to anticipate and address needs without waiting to be asked.
• Discretion & Confidentiality: Handle sensitive information with the utmost trust and professionalism.
• Interpersonal Skills: Build positive relationships and foster a collaborative, supportive work environment.
• Adaptability: Remain flexible and responsive in a dynamic setting.
• Technology Savvy: Proficient with common office software, scheduling tools, and document management systems.

Why Join Us:

This is an opportunity to work closely with leadership and make a meaningful impact behind the scenes. You’ll play a vital role in ensuring our organization runs smoothly and efficiently, while developing valuable administrative, HR, and governance coordination experience in a supportive and mission-driven workplace.

Job Type: Full-time

Pay: $15.00 - $19.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person