Temporary Executive Assistant

Executive Assistant

Tides Family Services is a nonprofit organization that is committed to providing comprehensive support and resources to children, adolescents, and families facing various challenges. The overall mission of Tides is to provide services and supports that allow youth to live in a community-based setting. An "Agency Without Walls" our services are delivered in homes, communities, schools...wherever our youth are.

As the Executive Assistant, you will play a pivotal role in supporting the President and facilitating smooth operations within our organization. Your primary responsibilities will include proactively managing the President's calendar, coordinating meetings, managing correspondence, serving as the administrative liaison to the Board of Directors, and overseeing various administrative and logistical aspects of Board-level committees.

Essential Functions:

• Proactively manage an extremely active calendar of appointments, ensuring the President's schedule is followed and respected; planning and scheduling meetings, including video and teleconference calls.
• Coordinating all meeting logistics such as conference room reservations, catering orders, preparing agendas, meeting materials, and assisting with the creation of presentation materials.
• Assists during meetings by setting up audio/visual, taking minutes, and documenting action items that require follow-up.
• Communicating directly, and on behalf of the President; Managing and preparing all correspondence and reports.
• Serves as the administrative liaison to the Tides Family Services Board of Directors and manages Board activities, which include coordinating Board meetings, retreats and new Board member orientations, creating, compiling, assembling, and distributing Board meeting materials.
• Manage all administrative and logistical aspects of Board-level committees, coordinating agendas, distributing meeting announcements, assembling, and disseminating preparatory materials, preparing meeting minutes, and reserving meeting room space. Work closely with all committee chairs to track action items and accomplish committee-related tasks.
• Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with executive and senior management staff, key stakeholders, clinical staff and employees.
• Works closely and effectively with the President to keep well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications and anticipating needs.
• Oversees and/or arranges special projects and events such as retreats, luncheons/dinners, conferences, and presentations.
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Performs appropriate procurement processing activities, expense management, and invoice processing.
• Coordinates travel arrangements and prepares itineraries.
• Completes various projects and ad hoc duties and requests as assigned.

Requirements:

• Bachelor's degree – Preferred or Equivalent Years of Experience
• Highly proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Proficiency with remote conferencing technology. Additional applications software such as for project management, scheduling, budgetary control, etc. may also be used.
• Valid driver's license and registered/inspected vehicle – Required.
• Bilingual; English, Spanish, Portuguese, Creole – Preferred

Knowledge, Skills, and Abilities:

• 3-5 years of administrative support experience in human services, healthcare, and other non-profit agencies.
• A demonstrated solid track record of providing essential support to the Chief Executive Officer/President, liaison to Board of Directors, and Senior Vice President of Treatment Programs and Operations.
• The Executive Assistant must be able to demonstrate, organize, prioritize, and complete various assignments with tight deadlines. Must exhibit resourcefulness and problem-solving skills in applying their knowledge, skills, and abilities to the responsibilities, functions, and underlying management structure of the department and of the Agency. Great tact and diplomacy are required to maintain the confidentiality and integrity of the office. Must be well versed in gathering information and preparing ad-hoc presentations and reports.
• Experience managing multiple projects or tasks effectively and simultaneously.
• Skilled in working under pressure while effectively managing competing demands of a wide variety of activities and meeting deadlines.
• Skilled in the ability to manage time, self, and own workload.
• Demonstrates emotional resilience to thrive in a fast-paced, rapidly changing environment.
• Experience in being flexible with own working hours to fit the needs of the CEO and organization.

Salary Range: $20.00-$23.50 / Hour

Please note this is a temporary in-person full-time position.

The requirements listed above are representative of the knowledge, skills, and/or abilities required to satisfactorily perform essential duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Tides Family Services is an Equal Opportunity Employer that values our diverse workforce and encourages all mission driven candidates to apply. We are a PBN Best Place to Work recipient, a Safe Zone Certified Employer, and a Veteran Friendly Employer. Join our team!