Executive Assistant to CPO - Hoyleton Youth and Family Services

POSITION SUMMARY

The Executive Assistant provides various support services to the Chief Program Officer, enabling him/her to lead the organization in achieving program and administrative goals and objectives. Responsibilities include handling correspondence, scheduling meetings, travel arrangements, internal and external communications, tracking due dates for assignments, and following up with program and administrative staff as needed. The ability to act independently, apply sound judgment, and maintain confidentiality are essential.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

1. Serves as point of contact for the CPO to ensure timely response to written and verbal communications. Determine the issue's urgency and whether the matter is more appropriately responded to by another staff member, and commit to follow-up as needed. Convey urgent issues to the CPO for his/her response.
2. Manages the CPO's calendar and appointment schedule. Assists with internal and external meeting planning, including composing meeting agendas for the CPO's review and approval, meeting materials, and setting up appropriate rooms as needed.
3. Participates in program initiatives to help achieve departmental goals, takes notes for staff meetings, and coordinates follow-up as needed.
4. Tracks timelines for program priorities, reports, and tasks associated with or originating from the CPO's office to ensure timely completion. Monitors documents and approvals needed to meet deadlines.
5. Participates in program initiatives, as needed, to help achieve departmental goals.
6. Other duties as assigned.

SKILLS and ABILITIES

1. Highly skilled in the use of all Microsoft Office programs.
2. Demonstrated ability to communicate professionally and non-judgmentally in both written and verbal formats.
3. Ability to work autonomously and as a team.
4. Ability to exercise good judgment, courtesy, and tact in dealing with the public, giving and obtaining information, and properly disposing of problems as they may arise.
5. Ability to work in a fast-paced environment.
6. Ability to manage multiple projects, deadlines, and schedule changes simultaneously and promptly.
7. Ability to articulate and actively support the agency's mission to various audiences.

EDUCATION AND/OR EXPERIENCE

1. Must possess a high school diploma or equivalent
2. Must have Five (5) years of Executive Assistant or other highly responsible administrative experience, preferably in a social service setting
3. Excellent oral and written communication skills.
4. Excellent interpersonal skills.

REQUIREMENTS

• Must be at least 21 years of age
• Must possess and maintain a valid driver's license
• Must possess and maintain proof of vehicle insurance

CARE & TCI

One of the essential job functions of any position within the agency is to align your performance with our overarching philosophy of CARE. All decisions, actions, communication, and performance should align with the six CARE principles (Developmentally Focused, Family Involved, Relationship Based, Ecologically Oriented, Competence Centered, and Trauma Informed). Not only must you complete the CARE training with satisfactory participation, but you must then put that training into practice in your everyday work.

Every employee must also pass TCI training with a satisfactory grade in written and/or physical testing. All employees must remain current on refresher training that is provided monthly at all locations. You will be tested every 6 months on the physical portion, if applicable to your position. You will be tested annually on the written portion, regardless of your position. If you are not current on your TCI refresher training every six months, you will be required to retake the full course. If you do not pass either test, you may be required to retake the full course. Not only must you complete the TCI training with satisfactory participation, but you must then put that training into practice in your everyday work.

Location: 62208