Executive Assistant

Department Administration - Hudson Valley

Type of Position Full time

Search Location(s) Brewster, NY

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Job Brief

Coordinates and performs administrative support to the office of the Executive Director. Ensures proper function of the Hudson Valley Division.

Shift Worked:

M-F, 9 to 5 with variables

Weekly Hours:

37.5

FLSA Status:

Exempt

Pay range:

$58,000 - $58,500 per year

POSITION DUTIES:

Provides direct administrative support to Executive Director in carrying out overall management and administration of entire Hudson Valley Division (HV). Compose and type correspondence, prepares agenda and take minutes at meetings, screens and handles telephone calls, design and maintain forms for departmental controls. Screens telephone calls, and incoming correspondence of the Executive Director. Replies to specific sensitive inquiries for information concerning the Division and/or refers to appropriate personnel. Maintains Executive Director’s calendar, makes appointments, arranges meetings and conferences, and assembles necessary materials and notices. Arranges travel itineraries for Executive Director and other administrators of the division. Assists with the start-up and implementation of new systems that involve the Division, and serves as a point of contact. Arrange and coordinate monthly Human Rights Committee meetings, which include taking minutes and maintaining Human Rights presentation files for individual consumers. Coordinate and arrange bi-monthly Service Management Meetings and other meetings as necessary. Prepare meeting space ensuring proper technology is present and operational, space is adequate and coordinate refreshment when needed.Maintain HV department audit schedules and information. Collect, organize and distribute information for HV Service Operations Supervisory Weekend On-Call Schedule. Check messages, make changes and disseminate information as necessary on a weekly basis. Assists with the preparation for scheduling special events, maintenance of registration/guest lists, invoicing data and handling various correspondences.Coordinates the ordering of the supplies, Division’s stationary and office furnishings on an as needed basis.Prepares Executive Director’s monthly expense report. Create and maintains files as appropriate. Performs all other duties as assigned.

REQUIREMENTS:

• Proficiency in Microsoft Excel, Microsoft Word, Office 365, Microsoft Teams, PowerPoint, Microsoft Publisher and Access database.

• Minimum of five years Executive Assistant experience for senior leader

• Associates degree required. Bachelor's degree preferred

• Excellent organizational skills