Executive Assistant Job at People Incorporated
Executive Assistance
Pay $20 / $22 per hour / commensurate with experience.
People, Incorporated is a human service Agency serving the Southcoast community, including the Greater Fall River, New Bedford, and Taunton areas. As a partnership of specialized, integrated programs, we provide unique opportunities to people with life challenges. Since our inception in 1968, we have been one of the largest providers of supports and services to people of all abilities in the community. Let People, Incorporated be Your Path to Opportunity!
Our Administrative Service team is seeking a detail oriented Executive Assistant to join the team. This position will be responsible for performing reception and office work as well as supporting the day-to-day operations of the executive level staff, ensuring the organization, management, and smooth operation of the executive office functions. This employee will also serve as the liaison between the Administrative Management Team (AMT) and the Program Management Team (PMT.) The role is inclusive of administrative support to the Diabetes Association, Inc.’s Camp Jack prior to and during camp’s active months.
ESSENTIAL FUNCTIONS:
Administrative Tasks and Support for Executive Team
Scheduling, Calendars, Meetings
- Manage multiple active calendars of internal and external appointments, meetings, and room reservations.
- Coordinate logistics for meetings and conference calls; create meeting agendas, and coordinate presentations.
- Attend meetings as directed to record and distribute minutes.
- Assist in coordinating and executing special events and projects.
- Order catering for meetings as needed.
- Manage event registrations in a timely manner.
Correspondence and Communications
- Assist in completing the execution of proposals, applications, agreements, and other formal documents by obtaining signatures of executive level staff.
- Ensure that all interoffice and external correspondence in the executive office reaches its intended recipient while maintaining confidentiality.
- Compose and prepare professional correspondence to both internal and external audiences.
- Prepare Agency mailings and update mailing lists.
- Write and proofread articles for the Agency’s internal newsletter.
- Maintain confidential corporate files and update as needed.
- Perform clerical functions in support of AMT, special events, and fundraising activities as directed.
- Assist the Agency in grant writing and identifying and executing Requests for Proposals (RFPs) for grant funding.
- Complete calls to COVID Positive staff to provide protocols and update tracker.
- Provide communication to staff about known COVID Exposures with in the workplace.
- Provide/track COVID travel protocols to employees.
Diabetes Camp Administrative Support
Responsibilities will shift focus to assist with the administrative needs of the Jack Rua Camp for Children with Diabetes (“Camp Jack”). The position will remain in the Administrative Offices rather than physically at the camp location.
- Coordinate and facilitate the planning and operating functions of camp in accordance with standards of all accrediting entities and camp-specific regulations, including but not limited to recruitment, hiring, training, and certifications.
- Process camp registrations and financial aid applications for campers.
- Assist with identifying, composing, and submitting responses to Requests for Proposals for grant funding that sustains Camp Jack and the Diabetes Association, Inc.
- Assist with necessary grant reporting requirements for all funding sources.
- Assists with Camp Jack’s annual program fundraising.
QUALIFICATION REQUIREMENTS:
- Associate’s degree or combination of education and experience.
- 5-10 years experience in an administrative or similar capacity.
- Skill in secretarial/office functions, including, but not limited to, shorthand, typing, computer operations, and familiarity with office machines such as copiers and scanners. Ability to perform office functions, including, but not limited to, multi-line telephone operation.
- Proficiency in Microsoft Office, including Word, Excel, PowerPoint, and Outlook with shared calendar functions, in addition to Adobe Acrobat.
- Skill in organization, prioritization, and working independently.
- Strong writing and communication skills, including proofreading for typos and grammatical errors.
- Effective teamwork skills to work closely with senior level management.
- Ability to take the initiative to improve processes and anticipate the needs of executive level staff.
- Detail-oriented with exceptional organizational skills.
- Ability to balance multiple projects and competing priorities while excelling in a fast-paced environment.
- Demonstrated professionalism in demeanor and attire.
- A friendly and positive attitude.
- Ability to communicate and work with others cooperatively.
- Ability to multi-task.
Why join our Team?
Come work in a rewarding and creative environment that encourages growth, collaboration and community involvement that is exploding with opportunities.
At People Incorporated you will find a path to endless opportunities and a rewarding career! We offer a supportive work environment, Employee Recognition Program, Professional Development, opportunities for growth as well as industry-leading wages and a comprehensive benefit package that includes:
**For employees working in benefit eligible positions only**
- Tuition Assistance Program
- 4 weeks accrued paid time off
- 11 paid holidays annually
- Health Insurance
- Dental Insurance
- 403(b) savings plan
- Wellness Activities and initiatives
- Select employee discounts through LifeMart
- FSA
- Employee Assistance Program
- FREE Life and Long-term Disability Insurance
- Short-term Disability Insurance
Join us! #peoplewithapurpose
People Incorporated is committed to an inclusive and diverse work environment. We are a proud equal opportunity employer that welcomes and strongly encourages all races, religions, nationalities, genders, the LGTBQIA+ community, and people with disabilities to apply. Our ability to attract and retain a talented and dedicated workforce that reflects the diverse backgrounds of those we serve is what drives our Agency’s success. We continue to promote an environment of continuous learning, inclusion, mutual respect, and belonging to ensure our employees feel valued, seen, and heard.
UNITED WAY MEMBER AGENCY
AA/EOE
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