Description

The Executive Assistant provides high-level administrative support to the Executive Director and senior leadership team. This role is crucial in ensuring the organization's smooth operation by managing schedules, coordinating meetings, handling communications, and performing various administrative tasks. The ideal candidate is highly organized, proactive, and capable of handling confidential information with discretion. The Executive Assistant will work in a dynamic and supportive environment dedicated to fostering recovery and wellness within the community. The work environment is highly collaborative with an emphasis on teamwork and open communication. 

Requirements

KEY RESPONSIBILITIES:

• Communication Administration: Handle incoming and outgoing communications, including emails, phone calls, and correspondence. Draft and edit documents, reports, and presentations.
• Meeting Coordination: Prepare agendas, take minutes, and follow up on action items for board meetings, staff meetings, and other key events.
• Project Management: Assist in the planning and execution of special projects and initiatives. Track progress and ensure deadlines are met.
• Office Management: Oversee office supplies, equipment, and facilities and ensure a well-organized and efficient office environment.
• Stakeholder Engagement: Liaise with board members, donors, volunteers, and other stakeholders. Maintain positive relationships and provide excellent customer service.
• Confidentiality: Handle sensitive information with the utmost discretion and maintain confidentiality at all times.

DUTIES: 

• Provide comprehensive administrative support to the Executive Director and senior leadership team, including managing schedules, organizing meetings, and handling correspondence.
• Serve as the primary point of contact for internal and external communications, ensuring timely and professional responses to inquiries and requests.
• Prepare, review, and manage documents, reports, and presentations. Maintain accurate records and ensure confidentiality of sensitive information. Maintain well ordered filing of records.
• Assist in planning and coordinating organizational events, including fundraising activities, community outreach programs, and board meetings.
• Support various projects by tracking progress, coordinating tasks, and ensuring deadlines are met. Provide regular updates to the Executive Director on project status.
• Handle financial tasks such as processing invoices, managing expense reports, and assisting with budget preparation and monitoring.
• Oversee office operations, including ordering supplies, managing equipment, and ensuring a well-organized and efficient work environment.
• Engage with donors, partners, and community members to foster positive relationships and support the organization's mission.
• Coordinate travel plans for the Executive Director and other staff, including booking flights, accommodation, and transportation.
• Undertake special projects assigned by the Executive Director, contributing to the overall success and growth of Voices of Recovery.
• The ideal candidate should be comfortable identifying and completing tasks contributing to operational efficiency within the first ninety days.

QUALIFICATIONS:

EDUCATION: Bachelor’s Degree in business administration, non-profit management, or a related field is preferred. Associate's or equivalent experience required.

EXPERIENCE: Minimum of 3-5 years of experience in an executive assistant or similar role, preferably in a non-profit organization. Lived experience preferred.

SKILLS:

• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• Proficiency in Google Suite and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to multitask and prioritize effectively. Ability to pivot to new priorities as needed.
• High level of professionalism and discretion.
• Moderate experience in database administration and organization strongly preferred.
• Strong interpersonal skills and the ability to work well with diverse groups.

TRAINING NEEDED: Training in office management, administrative procedures, and software proficiency (e.g., Microsoft Office Suite) is crucial. Ongoing training in leadership, communication, team building, conflict resolution, and time management is crucial. Must complete onboarding training and BHRS Bundle on LMS as well as assigned specialized training programs for peer support certifications. Preexisting understanding of behavioral health and recovery services can be beneficial.