Front Desk Executive Assistant

Front Desk Executive Assistant

The Front Desk Executive Assistant is responsible for assisting the admissions department, the Executive Director, and other Leadership Team members in performing organizational and clerical functions and ensuring an efficient and professional work environment.

Duties and Responsibilities:

• Work as an administrative assistant to the Executive Director and provide support to the Residential Director, Clinical Director, and Admissions team.
• Greet all visitors and ensure every visitor signs the visitor log and confidentiality agreement
• Help admissions team with tours and admits (keep office and lobby prepared and ready)
• Answer phone calls and emails in a timely, friendly, and professional manner
• Route incoming mail and packages to correct recipients, and mail and track outgoing packages
• Take phone messages when needed and ensure intended recipients receive them
• Send and distribute faxes for owners, therapists, and administration
• Help parents and consultants in crisis
• Prepare and distribute any company wide memos, and post in mailroom as needed
• Maintain filing for all documents in reception area
• Prepare manuals, folders, binders, and files as needed
• Add Google docs proficiently with Microsoft Word and Excel
• Order office supplies when needed
• Upload all necessary documents to HQ Document Library
• File admissions documents
• Field admissions and informational calls
• Help with Family Days
• Keep student admissions and discharge information current
• Manage Family Connect accounts and posts
• Prepare leadership agenda

Requirements:

Qualifications:

• Friendly and positive personality
• Ability to work well with others and collaborate with each department
• Professional dress and decorum
• Basic knowledge of phones
• Basic knowledge of Microsoft Word, Excel, and Google Docs
• Able to communicate effectively in both oral and written formats
• Ability to gather and compile information and prepare documents, memos or reports
• Ability to transcribe, or take detailed notes during important meetings