Executive Assistant - Northside Center for Child Development

ABOUT NORTHSIDE CENTER

Northside Center for Child Development is a 78-year-old non-profit behavioral health, early childhood education and special education agency founded by the legendary Drs. Mamie and Kenneth Clark whose research was used in the 1954 Supreme Court Brown vs the Board of Education decision which resulted in the end of legal segregation in Public Schools. Known for its history, culture and commitment, our expert teams of educators and clinicians make a difference in the lives of children and families every day.

We are looking for colleagues who are interested in joining with us in achieving our mission to provide children and families with the support they need to overcome adversity and thrive. Ensuring that our high-quality outcome-driven behavioral health, education, and support services propel children and families forward, away from the ill effects of poverty and racism, toward a future limited only by the scope of their dreams.

JOB SUMMARY

The Executive Assistant ensures the effective and efficient functioning of the Executive Office. This role will be responsible for providing a wide range of administrative and technical support for the President & CEO, Board of Directors, Board Committees and Executive level Senior staff. The Executive Assistant must have the ability and judgment to follow complex oral and written instructions, as well as to read, interpret and present information efficiently and effectively; to assess the importance of phone, email messages and written documents and take appropriate action to involve the appropriate people quickly and accurately. In addition, the Executive Assistant must have positive and interpersonal relationship skills to maintain effective and superior working relationships with staff.

The Executive Assistant must maintain strict confidentiality of sensitive files and material, conversations, etc. and regularly practice tact, discretion, initiative, and independent judgment. The Executive Assistant must have the ability to interpret information and use good judgment in moving projects through to completion. The Executive Assistant must have the ability to do project management, develop systems and work independently and can supervise others as needed. The Executive Assistant must be attentive to detail and demonstrate a high ability to work on multiple projects simultaneously. Importantly the Executive Assistant must have excellent writing, proofing, communication skills, along with high level knowledge and experience with taking professional minutes The Executive Assistant serves has the link between President & CEO and Board Members and must exhibit capacity to handle all of these interactions.

PRINCIPLE DUTIES & RESPONSIBILITIES

With respect to the Executive Office, the Executive Assistant will regularly perform the following:

- Assist in the maintenance of calendars, provide reminders as appropriate, and assist in coordinating schedules and meetings.

- Oversee logistics for Board Committees and in-house meetings, including but not limited to, necessary follow-up which includes preparation of materials and packets, phone calls to confirm or follow-up attendance, and taking and transcribing Board meeting minutes.

- Assist with on/off -boarding procedures of Board Members and Executive/Senior level staff.

- Create and maintain a system for filing, organizing, and storing both electronic and hard copy information in areas of responsibility.

- Produce comprehensive and quality documents using all Microsoft Office suite (e.g., Word, Power Point, Excel, etc.,) Visio, PowerPoint, and Outlook and able to easily learn other software programs as needed/directed.

- Prepare and distribute correspondence.

- Review and prioritize incoming mail, email, and manage routine responses.

- Coordinate the routing and signing of important documents.

- Oversee travel arrangements, expense accounts of President & CEO and as needed Senior Executive Staff.

- Submit and track payment of invoices as needed for President, Board and Executive Senior Staff

- Meet with President & CEO on a regular and routine basis to provide updates and share relevant information.

- Assist with the coordination of public events and/ or outside meetings for President & CEO, Board Members as it pertains to Northside and Senior Executive staff as needed.

- Assist with and manage projects and reports as needed.

- Greet visitors and employees in person or on the phone, determine their needs and provide information, forward to best internal resource, or take message.

- Manage meeting arrangements including reserving rooms and ensuring that the necessary supplies, equipment, refreshments, etc., are available.

- Develop and implement systems necessary to smooth functioning of Executive Office.

- Oversee Board Member Relations.

- Coordinate with other departments on organizational projects as needed.

- Manage annual reviews process.

- Perform other administrative and secretarial tasks and specific projects as assigned or delegated and other related duties as directed.

QUALIFICATIONS

- 10+ years of experience in Executive Administrative functions, college degree required.

- Working knowledge of Laser Fiche.

- Familiarity and experience with Board Member software.

- Excellent overall administrative assistant skills, excellent software and data entry skills, including proficiency in the use of the computer and word processing.

- Proficient in Microsoft Windows and Office.

- Excellent written, oral, communication and strong organizational skills. Ability to work in a fast-paced environment and on multiple projects among high-profile leaders in the business, civic and education communities.

- Ability to manage diverse administrative and supervisory responsibilities in a highly organized manner.

- Ability to use technology in a productive and efficient way including expert experience with Word, Excel, Outlook, Fund EZ, and Internet research. Comfortable learning and using online information systems.

- Advanced computer skills along with the ability to train others in systems usage.