Executive Assistant to the CPO - Onsite Requirement chez Hoyleton Youth and Family Services

Description

POSITION SUMMARY

The Executive Assistant provides a variety of support services to the Chief Program Officer (CPO) that enable the CPO to lead the agency in the achievement of program and administrative goals.  

Responsibilities include handling correspondence, scheduling meetings and travel, managing internal and external communications, tracking assignment deadlines and following up with program and administrative staff as needed. The ability to act independently, apply sound judgement, and maintain confidentiality is essential.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Serves as point of contact for the CPO incoming telephone calls and written communications. Determine the urgency of the issue, whether the matter is more appropriately responded to by another staff person and commits to follow up as needed. Conveys urgent issues to the CPO for his/her response. 
• Composes meeting agendas, for the CPO’s review and approval, materials, and letters.
• Participates in departmental initiatives to help achieve departmental goals, takes notes for staff meetings and mandatory in-services.
• Assists with internal and external meeting planning.
• Taking minutes for the Board’s Operations Committee meetings.
• Other duties as assigned.

Requirements

QUALIFICATION REQUIREMENTS

• Highly skilled in the use of all Microsoft Office programs.
• Demonstrated ability to communicate in both written and verbal format in a professional, non-judgmental manner.
• Ability to work autonomously and as a team.
• Ability to exercise good judgment, courtesy, and tact in dealing with the public, in giving and obtaining information and in making proper disposition of problems as they may arise. 
• Ability to work in a fast-paced environment.
• Ability to articulate and actively support the agency's mission to various audiences.
• Ability to work flexible hours 
• Excellent oral and written communication skills and strong interpersonal skills.
• Must possess and retain a valid driver's license.
• Must possess and retain proof of auto insurance. 
• DCFS/CANTS Clearance.

EDUCATION AND/OR EXPERIENCE

• Must possess a high school diploma or equivalent
• Five years of Executive Assistant or other highly responsible administrative experience, preferably in a social service setting.

CARE & TCI

Hoyleton has adopted the CARE (Children and Residential Experience), developed by Cornell University, to guide our culture and practice. CARE is grounded in six core principles: Developmentally Focused, Family Involved, Relationship Based, Ecologically Oriented, Competence Centered, and Trauma Informed. 

Completion of CARE and TCI training is an internal requirement for all staff and must be completed upon hire. Ongoing application of these principles is expected and essential to successful job performance.

TCI (Therapeutic Crisis Intervention). Employees must:

• Pass the written test annually
• Pass the physical test every six months (if applicable to their role)

Consistent participation and application of both CARE and TCI principles drive company culture and are essential to job performance.

Working Conditions

This position operates in a professional office and residential environment and may require travel to agency sites and partner organizations based on role responsibilities.

The role involves periods of walking, standing, or sitting, and may occasionally require climbing stairs, bending, kneeling, or lifting materials up to 10 pounds, depending on job duties. 

Minimal exposure to environmental factors such as noise, dust, or varying indoor/outdoor temperatures may occur depending on program needs and client-related activities.