The Executive Assistant for the Member and Information Technology Division is delegated responsibility for managing the administrative functions for the entire division and interacts routinely with all levels of Alliance leadership and staff, as well as external customers.
This position will allow the successful candidate to work a primarily remote schedule. Two days a week working onsite is required.
Responsibilities & Duties
Division Office Management
Set work priorities
May assist in running the division on a day-to-day basis
Resolve problems and conflicts using initiative and judgment in determining approach and methods
Order and track supplies for the Division
Track P card expenditures, maintain documentation, and prepare and submit monthly report
Liaise with Facilities department on workspace and maintenance issues
Liaise with vendors as needed
Make travel arrangements for Division personnel
Review and route correspondence to appropriate individuals for preparation of replies
Draft, edit, and disseminate letters, memos, and other documents
Manage calendars
Manage and maintain details for the CIO and others in the division as assigned.
Conduct research, interpret, and analyze a variety of complex and varied policies, procedures, and processes
Streamline division office procedures and workflows
Maintain functionality of copier/scanner. Replace toner, paper, staples, contact appropriate repair staff for to fix problems with copier
May serve as staff assistant by representing the COO on various committees or represent the COO in dealings with external organizations
Meeting Support
Arrange meeting logistics, including agenda preparations, documents, technical set up and invitations
Prepare and edit presentations
Take/transcribe minutes and publish as required
General Administrative Support for the Organization
Assist at Front Desk as requested. Answer phones, greet visitors, handle incoming and outgoing mail, prepare certified mail, print stamps and labels
Manage and Develop Staff
Work with Human Resources and the CIO to attract, maintain, and retain a highly qualified and well-trained workforce
Ensure staff are well trained in and comply with all organization and department policies, procedures, and business processes
Organize workflows and ensure staff understand their roles and responsibilities
Ensure the team has the needed tools and resources to achieve organizational goals and to support employees and ensure compliance with licensure, regulatory, and accreditation requirements
Actively establish and promote a positive, diverse, and inclusive working environment that builds trust
Ensure all staff are treated with respect and dignity
Ensure standards are transparent and applied consistently, impartially, and ethically over time and across all staff members
Work to resolve conflicts and disputes, ensuring that all participants are given a voice
Set goals for performance and deadlines in line with organization goals and vision
Effectively communicate feedback and provide ongoing coaching and mentoring to staff and support a learning environment to advance team skills and professional development
Cultivate and encourage efforts to expand cross-team collaboration and partnership
Minimum Requirements
Education & Experience
High School degree or equivalent and five (5) years of progressively responsible administrative experience including two (2) years of administrative or office management experience involving substantial public contact, information gathering, and writing experience;
or
Associate’s degree and three (3) years of related experience.
Knowledge, Skills, & Abilities
Thorough knowledge of office management practices.
Knowledge of Microsoft Office products; Word, Excel, PowerPoint
Skill in communicating, both verbally and in writing.
Skill in organizing workflow and coordinating activities.
Skill in developing presentations, presentation materials, and reports.
Ability to use audiovisual equipment and to train others in its use.
Ability to establish and maintain effective working relationships with subordinates, peers, management, and the general public.
Ability to coordinate a variety of resources in gathering information and independently answering inquiries.
Ability to exercise independent judgement and discretion.
Ability to resolve problems and questions independently.
Ability to plan and coordinate special projects, information systems, and day-to-day operations
Ability to analyze and interpret a variety of policy and procedural guidelines for problem resolution and/or information purposes;
Ability to prioritize and manage a volume of complex administrative tasks.
Salary Range
$23.68 - $30.78/Hourly
Exact compensation will be determined based on the candidate's education, experience, external market data and consideration of internal equity.
An excellent fringe benefit package accompanies the salary, which includes:
Medical, Dental, Vision, Life, Long Term Disability
Generous retirement savings plan
Flexible work schedules including hybrid/remote options
Paid time off including vacation, sick leave, holiday, management leave
