Executive Assistant to the CEO

Description

We are seeking a highly motivated and dynamic Executive Assistant to join our team and provide dedicated support to the CEO.

Independent Living, Inc. is seeking an experienced Executive Assistant to join our team. The ideal candidate will have prior experience supporting an executive. They will be professional, personable and organized in order to provide high-level administrative support to our Chief Executive Officer (CEO) while interfacing with many facets of the organization. This position requires strong critical thinking skills and will include performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, scheduling meetings and attending meetings to record minutes.  

Individuals with disabilities are encouraged to apply.

Duties and Responsibilities:

• Provides dedicated support to the Executive Director (CEO) on projects and programs pertaining to the administrative, organizational and operational functions of the Center.
• Regularly participates in meetings as directed by the CEO and takes minutes and agreements as needed. 
• Assists with managing CEO calendars and scheduling meetings and events.
• Interacts with other administrative and management personnel on behalf of the CEO.
• Develops and maintains filing systems for all contracts, agreements, MOU’s and other corporate documents. 
• Takes minutes for meetings as requested. 
• Attend meetings to actively represent Independent Living (ILI) and Independent Home Care (IHC) as requested.
• Under the direction of the CEO, coordinates meetings and activities of the Board of Directors, attending meetings and taking minutes.
• Maintains and distributes the ILI and IHC Board and Committee calendars.
• Actively participates in Administrative Team meetings as requested.
• Maintains governance documents pertaining to the Board of Director’s.
• Creates vouchers for the CEO’s expenses and tracks receipts. 
• Serves as an interface between the CEO and outside agents.
• Obtains liability and Worker’s Compensation certificates for contracts.
• Assists with Marketing and Development projects. 
• Providers guidance, coaching, and assistance to program directors, managers, and staff as needed in the absence of, or at the direction of, the CEO. 
• Handles telephone calls, mail, and correspondence. 
• Creates reports as requested for special projects and coordinates consumer satisfaction surveys. 
• Creates and maintains contract spreadsheet along with hard copies of each contract. 
• Participates in grant and development team meetings. 
• Assists in the execution of new contracts and the re-credentialing of existing contracts. 
• Assists in the packaging and submission of grant/ contract proposals as requested. 
• Coordinates snow closings if/when applicable. 
• The above list of responsibilities is not intended to be all inclusive, other responsibilities and/or training may be assigned or required.

SHIFT: 

• Monday through Friday 9am – 5pm. This position will require flexibility based on the needs of the organization.

PAY RANGE:

• $58k – $62k/yr

BENEFITS:

• 401(k)
• Health insurance
• Dental insurance
• Vision insurance
• Life insurance
• Flexible Spending Account (FSA)
• Paid time off
• Paid holidays from the first day of employment
• Paid lunch break

Requirements

• At least 5 years of administrative support experience required.
• High School Diploma or equivalent required; college degree preferred.
• A minimum of 2 years of similar not for profit human services preferred.
• Strong communication skills: written and verbal with the ability to communicate effectively and in a professional manner with all levels of stakeholders throughout the agency and in the community.
• Strong computer skills; proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, etc.). 
• Demonstrated ability to create excel spreadsheets and PowerPoint presentations. 
• Strong analytical skills.
• Knowledge of disability related programs and services a plus. 
• Ability to work collaboratively within a team.
• Strong organizational and effective writing skills. 
• Ability to keep information confidential and private.
• Bilingual English/Spanish, a plus.