Executive Office Coordinator

Description

Title: Executive Office Coordinator

Department: Administration

Reports To: Executive Director

Location: 26 Bay Street, Staten Island, NY 10301

Position Status: Full Time

FLSA Status: Exempt

Pay Rate: $63,000-70,000 annually, commensurate with qualifications

Community Health Action of Staten Island (CHASI) drives dramatic improvements in the health of New Yorkers by feeding people who are hungry, healing families broken apart by violence, and bridging the gaps between people and the compassionate health care they deserve. CHASI provides outreach, education, prevention, and direct support services for populations most affected by health disparities – people with low or no income, low-income people with chronic illnesses, people with criminal justice involvement, people who use drugs, domestic violence survivors, people of color, and the LGBTQ community.

POSITION SUMMARY:

The Executive Office Coordinator (EOC) supports CHASI’s Executive Director, the most senior leadership role at Community Health Action. The EOC is responsible for administrative coordination of the office of the Executive Director, including day-to-day tasks, scheduling, and ongoing projects for the Executive Director and the Executive Office. The EOC support projects for the Executive leadership team as well. The EOC also directly supervises the janitorial service department of the agency, ensuring that the areas where staff work, and clients are served are clean, well-stocked, organized, and free of hazards. Oversight of janitorial service includes management of cleaning vendors currently serving the agency. The EOC will work collaboratively with Senior Leadership staff and the Board of Directors, as well as donors and stakeholders of the organization to move projects steadily and effectively forward.

DUTIES & RESPONSIBILITIES:

• Assist the Executive Director with scheduling, planning, and daily organizational tasks
• Screen incoming phone calls, letters, and other correspondence and respond independently when possible
• Arrange programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget
• Direct preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings
• Take and transcribe minutes, and compose and prepare confidential correspondence, reports, and other complex documents
• Attend board meeting and sub-committee meetings as assigned (typically one monthly evening each month, scheduled in advance)
• Prepare communications outlining and explaining new or updated administrative procedures and policies and monitor compliance as appropriate
• Arrange detailed travel plans and itineraries, compile documents for travel-related meetings, and monitor and document expenses
• Assist in the creation and implementation of systems that enhance the organization and productivity of the Executive Director and office
• Work with Executive and Senior Leadership to manage the Incident Review Committee (IRC) meetings and outcomes.
• Work with other members of the Executive Team on projects as assigned by the Executive Director
• Collect and track records in support of the work of the CHASI Board of Directors
• Assist with Development and fundraising bookkeeping for incoming donations
• Organize and schedule meetings for the department
• Greet and assist visitors, treating guests with urgency and attention
• Review monthly expenses and reconcile orders with internal back up for Finance department
• Participate in internal and external audits requiring executive records as needed
• Provide direct supervisory support to the Janitorial Department staff.
• Implement and maintain workflows to address the janitorial needs of all CHASI work areas.
• Maintain oversight of our inventory, working in conjunction with the Facilities Manager to order supplies.
• Monitor performance of cleaning vendor through regular coordination with program areas services are provided in.
• Perform all functions in alignment with CHASI’s Mission, Vision, and Core Values
• Other duties as assigned

Requirements

QUALIFICATIONS:

• At least 4 years of experience in an executive assistant, office and facility management, or comparable role required. College degree or additional years of experience in supportive role preferred
• At least 2 years of experience supervising staff
• Must be able to work effectively both independently and with others; must