Executive Specialist

Job Description

Job Description

Now Hiring: Executive Specialist

Location: Brawley, California (Bilingual -Spanish Required)
Schedule: Full-Time | MondayFriday, 8 AM 5 PM
Travel: Occasional overnight travel to other offices and events Department: Administration

At A&S Management , we provide high-quality, compassionate respite care to families of individuals with developmental disabilities. Our People Operations team plays a vital role in supporting employees and ensuring operational excellence across our growing organization.

Under general direction of the Administrative Manager or their designee, will perform a variety of administrative-related duties related to the various programs, office management and executive/administrative support, receptionist area, maintaining confidential files and related documentation, along with other duties as assigned. As a management company, we share the goal of relieving the client of various aspects of their business to enable them to focus on their core competencies. This position may also serve as a first point of coordination for minor facility-related concerns due to its proximity to office operations and may support light property management tasks as assigned by the Administrative Manager.

• Provides administrative support for various Executive Staff, along with special project assistance with other departments and agencies; organizes special events (e.g. fundraisers, employee functions, etc.).
• Assist with special projects, at the request of the Executive Staff member(s); plan and coordinate multiple presentations, disseminating information, coordinating direct mailings, creating brochures, etc.
• Responsible for generating, interpreting, and delivering reports; assists in the delivery and collection of survey data.
• Will generate and draft correspondences, memos, charts, tables, graphs, business plans, etc. In return, will proofread documents for spelling, grammar, and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Responsible for and maintains Executive Officer(s) &/or Staff calendars.
• Establishes, develops, and maintains a filing system for the executive staff; retrieves information from files when requests.
• As directed, will conduct functions pertaining to documentation, recordkeeping, travel, finance, credit cards, involving purchases, contracts and other administrative duties assigned; actively involved in the invoice/supply order approval process ensuring invoices are reviewed, approved, and distributed for payment and supply orders are submitted for processing.
• Arrange and schedule all administrative travel plans, conferences, meetings, and company activities.
• Maintains an appropriate inventory of office supplies and materials; orders and requisitions office supplies; maintains and coordinates other service contracts.
• Keep and maintain an inventory of items for Admin events, anniversaries, and birthdays.
• Distributes all incoming and outgoing communication, deliveries, and postal shipments.
• Receive, direct and relay telephone and fax messages to appropriate Executive Staff &/or personnel.
• Facilitate the delivery of training programs and determines eligibility of prospective attendees. Prepares and distributes training material such as handouts, evaluations forms and visual aids; assist employees with visual and audio set up working in coordination with IT support.
• As directed, is responsible for maintaining all corporate books and accounts.
• Acts as a liaison with other departments and outside agencies, including high-level staff such as Executive Officers, Presidents, etc. In doing so, will handle confidential and non-routine information and explains policies when necessary.
• Will coordinate a division of workload with the Management Company's receptionist.
• Assist with training, coaching, and employee development applicable to the front desk area.
• Continuously strive to provide excellent customer service, interpersonal communication and serve as a source of accurate information.
• Support the Administrative Manager and CAO in implementing process improvements, internal coordination efforts, and cross-agency initiatives as delegated.
• Act as a liaison for routine property-related needs, coordinating service requests with vendors or building contacts when issues are reported by staff or tenants; escalate facilities matters to the Administrative Manager or CAO as appropriate.

• Assist in other administrative areas of the agency, when needed.
• Ability to periodically organize and schedule speakers to coordinate training and/or other relevant business events.
• When called upon, will serve as an intermediate supervisor at the request of the company's Administrative Manager, CAO, or designee.
• When called upon, will attend agency, public, professional meetings and/or committees serving as a corporate representative.
• Participate with continuous quality improvement as identified for the department and/or agency.
• Assist the Administrative Manager with maintaining vendor contact lists and supporting routine property or facilities-related correspondence.

• High school graduate or equivalent (GED) plus post-secondary education in business administration, or related field.
• Prior administrative support &/or secretary experience (1-2 years preferred).
• Ability to read, write and communicate effectively in English and Spanish.
• Ability to type 45-55 wpm and do basic business arithmetic.
• Practical application of MS Access, MS Excel, MS Outlook, MS PowerPoint, and MS Word for a Windows environment is required.
• Familiarity with basic property/facilities coordination or willingness to learn preferred.
• Ability to use standard office machines such as a personal computer, calculator, copier, fax machine, telephone, etc.
• Valid California Driver's License.

• Visual/hearing ability sufficient to comprehend written, verbal, and telephone communication

• Ability to sit for long periods

• Ability to stand, perform computer entry, and walk

• Ability to perform repeated bending and reaching

• Ability to lift and carry up to 20 lbs.

• Ability to travel within and outside the county as needed

• Must be able to work indoors in a predominately sedentary position

• Must have a wide range of physical motion , including:

  • Bending

  • Twisting

  • Standing

  • Walking

  • Carrying boxes and supplies

  • Sitting for long periods

• Must be able to:

  • Answer telephones consistently

  • Use hands to type and enter data

  • Perform a wide range of office and clerical duties

• Must be able to greet staff members, participants, and community members in a pleasant and professional manner on a consistent basis

• Must consistently maintain composure , meet office challenges with maturity and objectivity , and always strive to deliver the utmost level of customer service

• Standard hours: MondayFriday, 8 AM 5 PM with a (1) hour lunch.
• Occasional extended hours based on workload and deadlines
• Full-Time , schedule

• Competitive Salary
• Health, Dental, and Vision Insurance
• Paid Time Off (Vacation, Sick Leave, Holidays)
• 401(k) Plan with Employer Match
• Mileage Reimbursement (when applicable)
• Ongoing Training & Development
• Supportive, Mission-Driven Team
• Career Growth Opportunities

Play a key role in supporting the people who make compassionate care possible. Join A&S Management Team and help build a strong, compliant, and employee-centered organization.

Submit your application now to join our mission-driven team!

Equal Employment Opportunity Statement:

A&S Management, Inc. is an Equal Opportunity Employer. We are committed to fostering a diverse and inclusive workplace and do not discriminate on the basis of race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, genetic information, veteran status, or any other legally protected characteristic in accordance with applicable federal, state, and local laws