Executive Administrative Assistant - Peer Assistance Services Inc

Peer Assistance Services, Inc., is a community-based, 501(c)(3), not-for-profit Colorado corporation. Our mission, to lead with prevention and intervention for substance use and mental health concerns, guides all agency programming. Our values of grit, integrity, and compassion are guideposts for all that we do in the service of our mission. Each staff member operates from these to ensure the success of the agency. Peer Assistance Services implements two statewide programs: Screening, Brief Intervention, Referral to Treatment, and the Peer Health Assistance Programs.  

Screening, Brief, Intervention, and Referral to Treatment, or SBIRT, is an evidence-based early intervention practice to identify, reduce, and prevent the use of alcohol and other substances. SBIRT calls for community-based screening for health risk behaviors, including substance use. SBIRT in Colorado is a statewide program that provides training, technical assistance, and implementation support to health and mental healthcare providers, healthcare organizations, and stakeholders. SBIRT in Colorado manages a statewide campaign to increase public awareness of the risks related to alcohol, marijuana, and other drug use and to reduce the stigma of seeking treatment. 

Peer Health Assistance Programs are statutorily created and funded by license fees. These programs provide assessment, referral, long-term case management, and monitoring for health and mental health professionals with physical, emotional, psychiatric, psychological, and/or substance use conditions affecting their practice. Please visit our website at https://www.peerassistanceservices.org/ to learn more about the program and we encourage you to watch this information video. 

Compensation:  $56,500 to $60,000
Location: Onsite

About the role: The Executive Administrative Assistant supports the CEO, Director of Operations, Director of Finance, and Director of Communication and Prevention Strategies with a wide range of administrative duties, including planning special projects/events, meeting coordination and follow-up, administrative support for Board of Director meetings, completing Human Resources administrative tasks, and initiating IT and telecommunications support. 

Essential Duties and Responsibilities:

Executive Support

• Provides administrative support to the Executive Management team by:  
• Managing calendars, coordinating meetings, preparing agendas, meeting minutes, and follow up, composing and editing written correspondence and documents.   
• Coordinating conference registration, travel, and accommodation arrangements.  
• Maintaining physical and electronic filing systems. 
• Assisting with presentation preparation including development of PowerPoint slides and gathering exhibit materials.  
• Conducting research as requested, e.g., journals, legislation, and current events.  
• Composing, proofreading, and formatting correspondence and/or other documents.  
• Providing administrative support for Board of Director Meetings.  
• Maintaining confidential and sensitive information. 
• Assisting with the preparation/standardization of various documents/templates, e.g., forms, reports, spreadsheets, and memos.  

Office and Facilities Support  

• Serves as the initial contact to the organization, answering and directing phone calls. 
• Coordinates with the staff bookkeeper to ensure the availability of office supplies and equipment, including furniture; arranges for repairs, troubleshoots, and reports issues when needed.  
• Responsible for arranging internal office moves. 
• Plans and monitors other special projects and events as needed.  
• Regularly communicates with the Grand Junction office staff. 
• Assist with agency website maintenance.  
• Organize in-person meetings for staff, board, or external parties, including room/AV set up/clean up, catering, and material preparation.  
• Retrieves daily office mail in collaboration with the staff bookkeeper. 
• Additional facilities duties as assigned or discovered.  

Preferred Education and Experience:

Bachelor's degree in non-profit management, public administration, or related field; or 5 years of advanced executive administration experience; or a combination of education and experience.  

Specialized Skills Required for the Position: 

• Exceptional interpersonal and communication skills. 
• Demonstrates critical thinking, organizational, and problem-solving skills.  
• Uses tact and diplomacy when handling incoming and outgoing telephone calls and electronic mail. 
• Excellent ability to establish priorities, coordinate work activities, and meet deadlines in a fast-paced dynamic virtual and in-person work environment with accuracy and attention to detail. 
• Resourceful and able to find creative solutions, thinking beyond current systems and approaches toward continual improvement.  
• Ability to work effectively as part of a team and independently with minimal supervision.  
• Advanced skills in MS Office, Google Suite, Zoom Meetings and Webinars. 

Covid 19 Vaccination Requirements:

• Employees must provide proof of full vaccination status. Covid-19 Vaccination for recent variants is recommended by PAS.

Comprehensive Benefits:

• Medical (United HealthCare), Dental, and Vision.
• Employer paid Life and Disability Insurance
• Robust Employee Assistance Program
• Retirement plan option - 403(b)(7) for eligible employees
• Generous PTO
• Professional Development

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