Executive Assistant

True dedication to doing whatever it takes to help children & families succeed

When you come to work at Beech Brook, you become an integral part of a highly motivated, dedicated and hardworking team of professionals at one of Clevelands premier behavioral health agencies.

Position: Executive Assistant

Location: Garfield Heights, OH

Job Id: 904

# of Openings: 1

We are proud to be a Cleveland Plain Dealer Top Workplace 7 years in a row: 2020-2026!

We Have a Dynamic and Inclusive Culture!

Position Summary

The Executive Office and Development Assistant provides high-level administrative and operational support to the Executive Office while providing essential administrative support to Beech Brook's Development and fundraising activities. This position also assists with Human Resources, agency events, compliance activities, and other agency functions as directed by the President & CEO. The position requires exceptional organization, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced nonprofit environment. The Executive Office and Development Assistant serves as a key administrative liaison between the Executive Office, Development, employees, Board members, donors, funders, vendors, community partners, and other external stakeholders. The successful candidate is highly organized, proactive, flexible, resourceful, and able to work independently while collaborating effectively with others. The position requires the ability to handle confidential and sensitive information with professionalism and discretion.

Essential Functions

• Manage correspondence with donors and funders throughout the fiscal year, including timely preparation and distribution of acknowledgment letters.
• Maintain accurate donor and funder records and ensure information is entered and updated appropriately.
• Manage the Raiser's Edge database, including gift entry, general updates, data maintenance, and routine quality control.
• Maintain donor lists, reports, and related development records.
• Complete monthly administrative tasks related to donations, online giving, and gift processing.
• Assist with donor and fundraising reporting and other Development Department administrative needs.
• Support the Development Department with special projects, donor communications, and fundraising initiatives as assigned.
• Maintain confidentiality of donor information and ensure records are handled in accordance with agency policies and applicable requirements.

Executive Office & Administrative Support

• Manage calendars and scheduling for the President & CEO and Executive Office, including internal and external meetings.
• Serve as a primary administrative contact for the Executive Office, responding to inquiries and directing staff and external partners as appropriate.
• Coordinate meetings, agendas, materials, correspondence, and follow-up activities.
• Coordinate the review and routing of contracts, agreements, and other documents requiring executive review or approval.
• Arrange travel for Executive Office staff, including airfare, hotels, ground transportation, conference registration, and related materials.
• Coordinate and purchase approved airline travel for agency staff, seeking cost-effective options.
• Prepare, copy, scan, organize, and distribute documents and materials.
• Maintain organized electronic and paper files and records.
• Manage confidential and sensitive information in accordance with agency policies.
• Provide administrative support for Board and committee activities as assigned.
• Assist with special projects and other administrative initiatives as directed by the President & CEO.

Events & Operations

• Support the planning and execution of agency meetings, events, and special functions ranging from small internal meetings to events serving more than 100 participants.
• Assist with site selection, vendor research, obtaining bids, food and beverage planning, purchasing, logistics, and event administration.
• Coordinate with Operations and other agency staff to ensure successful event execution.
• Assist with agency-wide projects and provide temporary administrative support to departments as needed.
• Travel to other agency locations or community sites when required.
• Provide backup administrative support to other roles and departments as needed.

Human Resources & Compliance Support

• Serve as the administrative liaison with the state for Beech Brook's Continuing Education (CE) Provider program.
• Maintain CE course files and documentation in compliance with state requirements and audit standards.
• Administer CE Broker, including entering courses and participants, maintaining records, and distributing CE certificates or credits in accordance with applicable requirements.
• Coordinate the biannual CE Provider renewal process, including reviewing CE records from the prior 24-month period and compiling data for required reporting and analysis.
• Coordinate annual employee service awards, including vendor research, obtaining bids, and ordering awards.
• Register new and existing employees for required CPR training and renewals.
• Work with CPR trainers to coordinate training, track expiration dates, and follow up with employees to ensure completion.
• Participate in the HR Audit Team and assist with compliance and documentation activities.
• Track continuing education requirements for non-licensed direct-service staff and maintain records of required 20-hour continuing education credits.
• Assist Human Resources with other administrative and compliance activities as assigned.

Qualifications

Required

• Minimum of two years of experience providing administrative, executive assistant, development, or comparable support.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Ability to independently plan, organize, and maintain systems to ensure routine and recurring tasks are completed accurately and on time.
• Excellent verbal and written communication skills.
• Strong attention to detail and follow-through.
• Excellent computer skills, including Microsoft Word, Excel, Outlook, and PowerPoint.
• Experience with nonprofit fundraising databases or CRM systems.
• Ability to handle confidential and sensitive information with a high degree of discretion.
• Ability to work independently and as part of a team.
• Self-motivated, dependable, flexible, and resourceful.
• Willingness to take on additional responsibilities and assist colleagues as needed.
• Ability to work a flexible schedule, including occasional evenings and Saturdays.
• Ability to travel between agency locations and other community sites as needed.

Preferred

• Experience working in a nonprofit or human-services organization.
• Experience providing executive-level administrative support.
• Experience with Blackbaud Raiser's Edge or similar donor management software.
• Experience with continuing education administration, compliance tracking, or credentialing systems.
• Experience coordinating events and managing vendors.

Knowledge, Skills & Abilities

• Exceptional organizational and time-management skills.
• Ability to prioritize competing demands and manage multiple projects simultaneously.
• Strong problem-solving and critical-thinking skills.
• Professional demeanor and ability to interact effectively with employees, executives, Board members, donors, funders, vendors, and community partners.
• Strong written and verbal communication skills.
• High level of accuracy and attention to detail.
• Ability to anticipate needs, take initiative, and work proactively.
• Ability to maintain strict confidentiality.
• Ability to quickly learn new software, databases, and technology systems.
• Commitment to teamwork and a willingness to assist across departments.

Work Environment & Other Requirements

• Primarily office-based with occasional travel to agency locations and community sites.
• May require occasional evening and Saturday work based on agency events and business needs.
• Must be able to work a flexible schedule when necessary.
• Must comply with all agency safety, confidentiality, and information security policies.
• Must demonstrate an understanding of and commitment to trauma-informed care.
• Performs other duties as assigned.

Trauma-Informed Care

Beech Brook is a trauma-informed care organization. Employees are expected to demonstrate an understanding of the impact of trauma and its relevance to the children, families, and communities served by the agency, as well as its potential impact on employees and the workplace. Employees are expected to contribute to a safe, respectful, supportive, and trauma-informed organizational culture.

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