Executive Assistant - Smithtown, United States - Developmental Disabilities Institute

Developmental Disabilities Institute Smithtown, United States

3 weeks ago

Full time

Description

Based at our Administrative Offices, the Executive Assistant will oversee and manage the executive administrative function for senior executives. The Executive Assistant will work autonomously to establish and manage the processes and procedures that support the executive administrative activities of the business. The Executive Assistant uses discretion and independent judgement to respond to inquiries and advise executives. The Executive Assistant prepares presentations and reports on the executive's behalf and reviews all reports and information materials to ensure continuity, relevance, and completeness. The Executive Assistant will be responsible for all interactions with the Board of Directors, prepare packets for Board meetings and create and maintain minutes for all Board meetings and Board committee meetings.

Salary Range: $60,000 - $70,000 / year

Responsibilities

Represent the executive(s) in response to internal and external inquiries and respond independently to inquiries when possible, exercising good judgement, and/or direct certain requests or inquiries to others within the agency as appropriate. Typical interactions include employees, families, other executives of other agencies, board members, regulatory authorities, vendors, and other stakeholders.

Manage Senior Executives' calendars and independently schedule appointments and meetings that make the most efficient use of executive resources.

Communicate with Board of Directors and coordinate all meetings and logistics, prepare reports, and create and maintain minutes of all Board and Board committee meetings and all documents related to governance.

Create, revise, and transmit correspondence including memos, letters and reports originating from rough drafts, verbal instructions, and using independent judgement based on experience and knowledge of the organization.

Establish document retention policy and practice for Administration. Perform essential recordkeeping duties to organize and maintain critical confidential information.

Process invoices and prepare Senior Executives' expense reports in compliance with agency policies.

Maintain office supplies' inventory by checking stock to determine inventory level; anticipate need for supplies; evaluate new office products; place and expedite orders for supplies; and verify receipt of supplies.

Maintain a positive and approachable atmosphere.

Maintain thorough knowledge of agency operations, policies, and procedures.

Carry out other duties and special projects as assigned by supervisor, which includes but is not limited to, general administrative duties and projects that involve researching, gathering, compiling, and presenting data; some analysis may be required.

Qualifications

5 years of experience supporting Senior Executives including the CEO.

Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint)

Extensive knowledge of core administrative procedures and systems.

Able to handle administrative tasks independently, exercising good judgement.

Strong organizational skills.

Experienced in establishing/maintaining cooperative interpersonal relationships.

Effective communicator using written and verbal forms of communication.

Able to manage one's time and the time of others.

Must possess a High School Diploma or equivalent.

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