Executive Assistant

POSITION PURPOSE

The Executive Assistant provides support to the executive director. Duties may include administrative support; clerical assistance with correspondence; scheduling, assistance with board activities; special projects and routine and non-routine office related functions.

ESSENTIAL FUNCTIONS & BASIC DUTIES

1. Assists the Executive Director with scheduling needs. Creates and maintains database and spreadsheet files. Performs complex and confidential secretarial functions, including developing and typing written correspondence. Responds to routine external correspondence. Types memos, purchase requisitions, payment requests and other department forms and documents. 
2. Supports the operations and administration of organization by advising and informing the executive director.
3. Organizes programs, events, meetings, or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers and controlling even budget.
4. Prepares agendas, notices, minutes, and resolutions for Board of Directors and Executive committee meetings. Maintains monthly calendar of all meetings and Board of Directors contact information.
5. Arranges complex and detailed travel plans and itineraries, compiles documents for travel-related meetings.
6. Works with other management team members to accomplish organizational goals.
7. Demonstrates the ability to handle multiple tasks.
8. Answers phone takes messages and answers all routine and non-routine questions.
9. Works independently and within a team on special and nonrecurring and ongoing projects. Acts as a project manager for special projects, at the request of the executive director, which may include planning and coordinating multiple presentations, disseminating information, and organizing companywide events.
10. Manages inventory of company letterhead, and other printed materials.
11. May perform other related and non-related duties as assigned and agreed upon by both parties.
12. Determines strategies and develops security plans that meet both state and federal laws associated with protecting electronic personal health information. 
13. Demonstrates a thorough knowledge of HIPAA requirements and information systems security to develop plans that can maintain the confidentially, integrity and availability of electronic medical information.
14. Designs a HIPAA strategy collaborating with human resources and information technologies to develop a training program for employees to raise awareness of security risks and threats.
15. Continuously validates the integrity of technology safeguards and workplace policies with audits concluding with a final report which details vulnerabilities and compliance concerns. 
16. Identifies and implements the necessary actions to address each vulnerability and compliance concern.
17. In the event of a breach; investigates the breach event and takes actions to both stop the existing breach and prevent future occurrences.
18. In the event of a breach; establishes an incident response team, assigning specific roles and responsibilities to all members. 
19. Collaborates with the incident response team to develop procedures for responding to security incidents.
20. Oversees all functions and operations related to the upkeep, repair, and improvement of facilities, grounds and fleet.
21. Collaborates with facilities manager to upgrade the effectiveness and efficiency of maintenance and custodial staff.
22. Plan and oversee the bidding process of projects including development of bid specifications.
23. Maintains contractor/vendor files by updating documents as needed and collecting W-9 and WC Certificates of Insurance or WC Waivers
24. Develops and maintains budgets for capital outlay projects.
25. Develops and maintains annual budgets for buildings and grounds and fleet.
26. Collaborates with contracted IT vendor to direct and coordinate development and other activities of computerized management information systems at multiple facilities.
27. Installs, configures and troubleshoots computer systems for multiple facilities.
28. Collaborates with contracted vendors to design, specify, configure, install, and maintain local area network hardware, software, and telecommunications services such as personal computers, system software, software applications, printers, servers, routers, bridges, switches, modems, cabling, and Internet service and other providers.
29. Develops and implements policies and procedures related to network hardware and software acquisition, use, support, security, and backup.
30. Resolve software, hardware, and operations problems.
31. Collaborates with executive director to accomplish company goals concerning information systems and by aligning these strategies with company goals; driving company goals and objectives in conjunction with ACCESS’ initiatives; and leveraging resources and expertise across the enterprise; sharing best practice initiatives; and maximizing use of resources.
32. Analyzes technical issues using software, hard ware, and operational solutions.
33. Provides direction and leadership toward the achievement of the organization' s philosophy, mission, strategy, and its annual goal and objectives concerning information systems.
34. Develops standards and reinforces expectations to ensure the best technology experience by holding all users accountable for their usage of their issued laptops and other equipment.
35. Champions compliance with applicable state, federal and local laws and company policies to ensure the safety and wellbeing of information systems by utilizing resources to identify and anticipate risks to determine root cause of deficiencies; developing and ensuring implementation of best practices to ensure client information safety; operational, and quality assurance when developing and ensuring implementation of action plans .to improve information systems performance; ensuring appropriate action is taken at the conclusion on investigations; and ensuring training and guidance on the execution of company procedures and policies to employees, concerning information systems.
36. Collaborates with management team to align resources with new innovations in information systems by working cross functionally with the management team and executive director; determining relevance and priority to projects; overseeing change management; and ensuring consistent execution of project goals.
37. Develops and maintains annual budgets for information systems and educational website subscriptions.

COMPETENCIES

Ethics:

• Treats people with respect. 
• Inspires the trust of others. 
• Works with integrity and ethically. 
• Upholds organizational values. 

Judgment: 

• Displays willingness to make decisions. 
• Exhibits sound and accurate judgment.
• Supports and explains reasoning for decisions.
• Includes appropriate people in decision-making process. 
• Makes timely decisions.  

Client Focus:

• Demonstrates a commitment to clinical excellence. 
• Manages difficult or emotional client situations. 
• Responds promptly to client needs. 
• Solicits client feedback to improve facilities.
• Responds to requests for service and assistance.

Professionalism:

• Approaches others in a tactful manner.
• Reacts well under pressure.
• Treats others with respect and consideration regardless of their status or position.
• Accepts responsibility for own actions.
• Follows through on commitments.
• Manages time efficiently.

Quality:

• Demonstrates accuracy and thoroughness.
• Looks for ways to improve and promote quality. 
• Applies feedback to improve performance. 
• Monitors own work to ensure quality. 

Safety & Security:

• Observes safety and security procedures.
• Determines appropriate action beyond guidelines.
• Reports potentially unsafe conditions.
• Uses equipment and materials properly. 

Written Communication:

• Writes clearly and informatively.
• Edits work for spelling and grammar.
• Varies writing style to meet needs.
• Presents numerical data effectively. 
• Able to read and interpret written information. 

PHYSICAL DEMANDS

While performing the duties of this job, the employee is frequently required to talk or hear. The employee is regularly required to walk; sit; use hands to finger, handle, or feel; and reach with hands and arms. The employee is frequently required to stand and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

The noise level in the work environment is moderate.

QUALIFICATIONS

Education/ Certification:

• A minimum of two years college or equivalent. OR 2 years of experience providing administrative assistant duties to senior management level officials. 

Experience/ Knowledge required:

• The Executive Assistant must have experience in working on multiple projects; knowledge of budgeting, developing business plans, strategic planning, research, marketing and nonprofit operations and functions. 

Skills/ Abilities:

• Consistently displays integrity, models behavior, develops people, and builds teams
• Manages continuity, change and transition
• Influences and enable others effectively
• Ability to communicate effectively and professionally with a wide variety of people.
• Strong organizational skills with attention to detail and accuracy. 
• Ability to translate broad goals into achievable steps, to anticipate and solve problems, and take advantage of opportunities
• Basic computer skills which includes a working knowledge of database, word processing, spreadsheet, and Internet software. 
• Ability to handle multiple tasks in a very busy environment. 
• Ability to read and interpret documents such as safety rules, policies, and other company documents. Ability to write routine reports and correspondence. 
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. 
• Ability to deal with problems involving several concrete variables in standard situations. 

TRAVEL REQUIREMENTS

• Moderate travel MAY be required for this position; this travel may include transporting students/clients.
• ACCESS drivers are required to maintain a valid Driver’s License, current auto liability insurance and registration, a clean driving record, and physical ability to drive to local locations throughout Arkansas.