Hybrid Executive Assistant en Assistance Plus

Description

This position will be required to meet the requirements of a regular office schedule, working five days per week Monday-Friday, between the hours of 7:30am and 4:00pm.

Because the Executive Assistant will occasionally drive for Agency business, proof of vehicle insurance at $50K/$100K and a valid driver’s license are required.

Duties include and are not limited to:

• Preparing agendas, presentations, briefing materials, and meeting minutes.
• Recording notes from various meetings and issuing follow-up tracking for each meeting
• Providing coordination of projects for Maintenance and IT

• Tracking progress of strategic and operational initiatives
• Monitoring project timelines, deadlines, and key deliverables across departments
• Following up with internal teams to ensure accountability and timely completion of action items.
• Preparing status updates, dashboards, and reports for executive review.
• Identifying risks or delays and proactively escalate issues to the appropriate leaders.

• Helping develop and maintain documentation related to SOPs, workflows, or project plans.
• Assisting in the development of AI initiatives for the agency, including greater emphasis on use of Microsoft Teams

• Assisting with the completion/tracking of contractor documents
• Assisting with the development of policies and form creation
• Proofing created forms, newsletters, publications and managing key updates to the Service Guide
• Scanning paper documents in to assist the Executive staff to become completely paperless
• Attending monthly training to grow in knowledge of Microsoft team add-ons and best practices
• Performing other duties as assigned
• Facilitating document organization for the Executive team
• Monitoring the paperless plan to ensure timelines are being met
• Entering the agency’s strategic management plan into software to automate goals
• Completing strategic plan updates for the leadership team
• Scheduling meetings across the agency to assist the Executive team with staying on track
• Monitoring conflict checks in meeting schedules
• Scheduling time to complete tasks in the COO’s schedule
• Maintaining day-to-day scheduling for the leadership team
• Serving as the secretary for various Committees and assigning follow ups to applicable committee members
• Assigning tasks to applicable teams and monitoring timely outcomes
• Performing other duties as assigned

Qualifications

Position Requirements:

• Proof of vehicle insurance at $50K/$100K and a valid driver’s license are required
• Bachelor's Degree required
• Excellent verbal, written, interpersonal, communication, and presentation skills
• Must be 18 years of age or older
• Advanced skill level with Microsoft Teams, Word and Excel
• Minimum of two years of office experience providing executive administrative support is required
• Ability to multi-task and perform calmly in all types of situations
• High level of attention to detail

Benefits:

• Generous Earned Benefit Time
• Working in a team-oriented environment
• 12 paid holidays per year
• Agency-paid life insurance in the amount of your annual salary with a max of $50K
• Agency-paid Short-Term Disability
• Medical, dental, and voluntary insurances
• 401K Retirement Plan
• Employee Assistance Program (EAP)

Assistance Plus provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.