Executive Administrative Assistant

PACE of the Triad is seeking a Full-Time Executive Administrative Assistant to provide secretarial and administrative assistance to Program Director and staff. Responsible for working independently and using discretion to complete responsibilities in a timely and appropriate manner. Responsibilities also include:  Inventory Management, Office Management, Medical Records and Coordination of Special Projects.

Job Summary 

Provides secretarial and administrative assistance to Program Director and staff; responsible for working independently and using discretion to complete responsibilities in a timely and appropriate manner. Responsibilities also include:  Office Management and Coordination of Special Projects.

 Specifications

Required Education and Experience: High School Diploma. One year of Administrative Experience.

Preferred Education and Experience: Associates degree. Two years of related experience.

Licensure, Registry or Certification Required:  None.

Knowledge, Skills, and Abilities:

Excellent internal and external customer service skills; Advanced computer skills (Word, Excel, PowerPoint, Microsoft Outlook, Data entry and Publisher); Standard office equipment operation; Establish priorities and handle workflow with frequent interruptions; Ability to work independently; Flexible and able to work well with others; Must possess excellent written and verbal communication skills for telephone and in person interaction.  Ability to represent the organization professionally; able to read, write and speak English. With or without reasonable accommodations; must be able to bend, stoop, stretch, stand and sit for extended periods. Possess sufficient manual dexterity to operate keyboard and other office equipment, sit for majority of assigned work time; ability to lift heavy packages/bundles of approximately 30 pounds.

Key Responsibilities  

Executive Administrative Assistance:

  1. From general direction, composes, edits, signs and sends correspondence.
  2. Handles sensitive calls, such as fielding compliance concerns/complaints and handles such calls confidentially.
  3. Coordinates meeting: scheduling, preparing agendas, and distributing agendas, taking minutes and distribution of minutes.
  4. Coordinate with other agencies and facilities around collaborative projects.
  5. Prepares reports for the organization.
  6. Schedules and organizes activities such as meetings, travel, conferences and department activities for Executive Director, Medical Director, HR Coordinator and Marketing Coordinator.
  7. Creates and develops visual presentations for the Leadership Team.
  8. Establishes, develops, maintains and updates filing system for the Executive Director and Medical Director. Retrieves information from files when needed. Establishes, develops, maintains and updates journals and magazines.
  9. Organizes and prioritizes large volumes of information and calls.
  10. Sorts and distributes mail. Drafts written responses or replies by phone or e-mail when necessary. Responds to regularly occurring requests for information.
  11. Answers phones for Executive Director. Takes messages or fields/answers all routine and non-routine questions. Works in cooperation with front desk to cover phones as needed.
  12. Acts as a liaison with other departments and outside agencies, including Board of Directors. Handles confidential and non-routine information and explains policies when necessary.
  13. Works independently and within a team on special 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, coordinating direct mailings, creating visuals.
  14. Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
  15. Supports Business Office Coordinator with administrative finance activities. Activities such as: copying check requests and sending to accounts payable travel reimbursement, documenting credit card expenses.

Office Management:

  1. Oversees the mail distribution center to ensure timely distribution of internal and external mail, including certified and registered mail and FedEx/UPS packages.
  2. Monitors mailing process.
  3. Oversees office equipment repairs (copiers, fax machines, postage meter) as it relates to maintenance agreements.
  4. Receives scans and indexes answering services messages daily.
  5. Receives all supply and forms requests.
  6. Compiles orders that may include copying, collating and packaging/boxing and distributes in a timely manner.
  7. Facilitates the most efficient method of distribution including UPS, interoffice mail or personnel as courier.
  8. Verifies supplies delivered against purchase order.
  9. Reviews incoming requisitions and special orders and determines best item selection and price.
  10. Investigates and takes appropriate action on purchase order discrepancies such as pricing, incorrect shipments or damaged goods.
  11. Recognizes and responds to staff needs.

Special Projects:             

  1. From general direction, has responsibility for completion of special projects.
  2. Completes special projects in a timely manner utilizing advanced computer skills.
  3. Researches, gathers information and asks questions to ensure projects are done correctly.
  4. Recognizes and responds to company needs by initiating special projects or identifying areas of concern.
  5. Arranges catered meals, seeks out and secures up-to-date mailing lists, utilizes knowledge of community resources to find needed information.
  6. Assists in development of visual aids for presentations including PowerPoint, handouts, props and other aides.
  7. Other duties as assigned.

 Environmental Factors

None

 


Employment Application

PACE of the Triad is a non-profit, health and human services agency that provides medical and comprehensive support services for individuals 55 and over with complex medical needs. To apply for any of the positions listed, please email a cover letter and resume to info@pacetriad.org or mail to PACE of the Triad, 1471 E. Cone Blvd., Greensboro, NC 27405. Please indicate how you learned of this employment opportunity.