LifeStream Services, Inc.
Executive Assistant
Responsible for performing a variety of highly responsible administrative, secretarial and operation support functions. Work involves high-level administrative support to the Executive Director and other senior staff.
ESSENTIAL DUTIES AND RESPONSIBLITIES
Statements included in this description are intended to reflect in general the duties and responsibilities of this classification and are not to be interpreted as being all-inclusive. Other duties may be assigned. Duties and responsibilities include the following.
Administrative Support
· Provide administrative support to the President/CEO and/or other leadership staff, including maintaining confidentiality
· Establish and maintain Agency and President/CEO records and files
· Perform clerical and administrative tasks including drafting letters, memos, reports and other documents
· Schedule meetings, appointments and travel for the President/CEO and other executive staff
· Complete and send agendas, attend, and take minutes for assigned meetings
· Prepare routine and special administrative projects for executive staff
· Receive incoming communication on behalf of senior staff, review contents, determine importance, and summarize and/or distribute contents to appropriate staff
· Perform additional duties as assigned by executives
Office Management
· Oversee distribution of incoming faxes to the main agency fax number
· Oversee the ordering and distribution of office supplies for the agency
· Oversee maintenance of Yorktown office equipment including copiers, postage machine, etc.
· Manage incoming and outgoing mail for the Yorktown Office
Board and Committee Coordination
· Schedule conferences, workshops, lunch and travel for Board of Directors and LifeStream staff as assigned
· Schedule and coordinate Board and committee meetings as assigned
· Assist in the preparation of material for presentation for the various Boards
· Assist in the preparation of material for assigned committees
· Provide secretarial/clerical support for assigned Board and committee functions
· Receive and respond to the Board and assigned committees correspondences
· Maintain record of Board membership
· Maintain disclosure of statement of conflict of interest for Board and committees
· Maintain Board attendance records
· Maintain computer files by fiscal year on Board policies completed by the President/CEO and Board members
· Maintain computer file for legal documents
· Maintain and update Board manuals annually or as required
Advisory Council Coordination
· Schedule and coordinate Advisory Council meetings
· Schedule and coordinate Advisory Council lunches and special events
· Assist in preparation of material for presentation to the Advisory Council
· Provide secretarial/clerical support for assigned Advisory Council functions
· Maintain Advisory Council profile book, meeting materials, and attendance records
· Receive and respond to Advisory Council correspondence
· Maintain disclosure statement of conflict of interest for Advisory Council
· Maintain membership list for Advisory Council
· Maintain Advisory Council manuals annually or as assigned
Communications and Media
· Develop and maintain accurate constituent distribution lists for print, digital, and other methods of contact, including CRM database maintenance (Bloomerang), and constituent texting/messaging platform (Blooming Health)
· Update and maintain the web calendar of events on the LifeStream website
· Coordinate all aspects of outgoing LifeStream communications via mail, including management of distribution lists, mailing logistics (including volunteer coordination and supervision), agency postage budget, etc.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION AND/OR EXPERIENCE
· Associate’s degree in office administration or related field; Bachelor’s degree in Business Administration or related field preferred
· At least four years of related experience required.
LANGUAGE
Ability to read and comprehend instructions, complex correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations.
MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area circumference, and volume. Ability to apply concepts of basic mathematics.
REASONING ABILITY
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
COMPUTER SKILLS
To perform this job successfully, an individual must have working knowledge of Outlook and Microsoft applications.
CERTIFICATES, LICENSES, REGISTRATIONS
Must possess a valid and current driver’s license. Must be covered, maintain coverage and provide documentation of current automobile insurance meeting LifeStream’s amount requirement. Must be able to travel throughout the LifeStream service area independently and beyond the service area on occasion.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. An individual must be able to see well enough to read, write, type, etc. Hear well enough to comprehend all forms of communications. Speak well enough to gain understanding by others through communication. Use hands and fingers to write, type, etc. Must possess strength enough to work long hours. Must possess adaptability to travel. Must be able to lift/move up to 20 pounds frequently and up to 50 pounds occasionally.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Noise level in the work environment is usually moderate.
Pay: $21.78 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Professional development assistance
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
