Executive Coordinator

Job Description

At St. Vincent Family Services, it is our job to help families build bright futures. Make it your job too!

We offer competitive wages, comprehensive benefits, 401K matching, and a generous PTO policy.

SUMMARY

This position provides administrative support to the President/Chief Executive Officer for daily schedule and communication to internal and external stakeholders. This position also serves as the primary support to the President/CEO for Board matters, including the lead logistical responsibilities for all Board Meetings and Board Orientation sessions. Exercises sound judgement and discretion in dealing with matters on behalf of the President/CEO including personnel, project coordination and reporting, planning and budget administration. Collaborates with the Executive Team and Marketing/Development Team to develop presentations, agendas and collateral documents for stakeholder communications.

ESSENTIAL DUTIES & RESPONSIBILITIES

Contributes to creating a welcoming and inclusive environment for our clients, colleagues and community partners from diverse backgrounds and experiences.

Integrates principles of Trauma Informed Care in all aspects of work.

Is sensitive to the children’s culture and socioeconomic characteristics.

For the President/CEO, acts as office administrator directing the workflow for administrative support functions such as scheduling meetings and appointments, telephone coverage, mail handling, ordering supplies, processing of letters/correspondence, events/meeting planning, report generation, making travel arrangements, invoice/expense reporting, accounting, and routing of paperwork to its proper destination, database management and assisting with completion of specially assigned projects.

Drafts standard agendas, correspondence, and tracking tools for the approval of President/CEO and then distributes for routine internal meetings and board of trustee meetings.

Establishes project priorities and standards and prepares proactively for timelines and adjust deadlines, when needed.

Prepares and distributes board of trustees meeting notifications and agendas to members in a timely and efficient manner. Prepares material for distribution at the board of trustees committee meetings. Plans and arranges Board and committee meetings. Takes and prepares minutes for Board of Trustees meetings.

Uses agreed upon software and technology to support meeting logistics, retention of records and effective communication and collaboration by the Executive Team and Board of Trustees.

Originates and creates Power Point presentations, tables and tracking tools for routine communication.

Prepares and disseminates meeting minutes for identified routine Agency meetings, as directed by CEO &/or Executive Team members.

Provides administrative support to members of the executive team to include, but not limited to, typing correspondences, scheduling meetings, copying, report generation, coordinating meetings, providing phone coverage, etc.

Provides administrative support to the Marketing and Development Team to include, but not limited to, scheduling meetings, distributing routine marketing materials, maintaining data bases of referral partners and community collaborators and providing phone coverage.

Acts as a liaison with internal programs/departments and outside agencies. Handles confidential and non-routine information and explains internal program/departmental policies when necessary.

Cross-trains to assist as needed with front desk coverage.

Maintains utmost discretion when dealing with confidential information.

Other duties as assigned.

EDUCATION & EXPERIENCE

Associate degree or High School Diploma or equivalent required.

Five years of relevant secretarial experience performing administrative support for senior level executive.

Language Skills

Excellent verbal and written communication skills, including the ability to draft routine correspondence, English word usage, spelling and punctuation.

Ability to understand and carry out complex oral and written instructions.

Mathematical Skills

Requires basic mathematical skills involving some algebra, some accounting, percentages and ratios and fractions.

Technical Skills

Knowledge of computers, office equipment, and a high degree of proficiency with MS Office applications including Word, Excel, Access, Power Point and Outlook.

Production typing that includes taking minutes at meetings and preparing operational reports.

Reasoning Ability

The ability to exercise initiative and remain professional under pressure and represent the President/CEO and agency.

The ability to apply information, policies and procedures to everyday situations, and the ability to respond to routine office situations without direction.

Ability to handle multiple tasks simultaneously.

Physical Demands

While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk and listen. The employee is occasionally required to climb or balance, stoop, kneel or crouch. The employee may occasionally lift and/or move up to 50 pounds. Requires manual dexterity to type 60 wpm.

Work Environment

Work is performed in an office environment. Involves frequent contact with public, Trustees and employees. Requires ability to work irregular hours, on occasion. Moderate noise level. Could be subject to loud verbal or displayed outbursts from potentially distressed children seeking treatment. Ability to work evening and/or weekend hours due to the service delivery and administrative needs of SVFS clients and families.