Executive Administrative Assistant

Hope House, Inc.•Albany, NY

10d

About The Position

Hope House is a substance abuse treatment provider focused on saving lives, recovering hope, and restoring families affected by Substance Abuse Disorder. The Executive Administrative Assistant supports the President & CEO and serves as a primary liaison among the President & CEO, Board of Directors, community representatives, and Hope House staff. The role also supports board and executive committee meetings, organizational communications, program reporting, fundraising events, records coordination, reception, and general administration. This is a full-time, non-exempt hourly position, Monday through Friday, 8:00 a.m. to 4:00 p.m. Compensation is up to $25.477 per hour. A high school diploma or GED is required; an associate's or bachelor's degree in Business Administration or a related field is preferred. The position typically requires 3–5 years of relevant administrative experience.

Requirements

High school diploma or GED.
Typically 3–5 years of experience as an administrative assistant, executive assistant, or in a similar role.
Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook, and other office software.
Excellent communication, time management, problem-solving, and organizational skills.
Understanding of and commitment to maintaining confidentiality and a high level of professionalism.

Nice To Haves

Associate's or bachelor's degree in Business Administration or a related field.
Experience with social media platforms and website management.

Responsibilities

Serve as the primary liaison between the President & CEO, the Board of Directors, community representatives, and Hope House staff.
Organize and manage the calendar for board meetings, including preparations and participant reminders as directed by the President & CEO.
Manage the President & CEO's calendar.
Draft and type communications for the President & CEO, including memos, policies, and procedures.
Monitor and report weekly program bed census and daily client sign-in sheets across all programs.
Oversee Hope House's social media presence and maintain the organization's website.
Assist with coordinating annual fundraising events by attending meetings, tracking registrations, and managing payments.
Prepare accurate minutes for board meetings, executive committee meetings, and other assigned meetings.
Coordinate with program managers to transfer case records for discharged clients, ensuring proper organization and disposal of outdated materials.
Perform reception duties, including answering phone calls, directing visitors, and taking messages as needed.
Manage administrative mail.
Serve as the primary contact for maintenance of postage machines.
Order supplies for the Administration Department.
Coordinate with the shred bin company to ensure bins are emptied regularly.
Perform other duties as assigned.

Benefits

11 paid holidays per calendar year.
Vacation, personal, and sick time, up to 200 hours per year to start.
Medical, dental, and vision insurance.
Flexible Spending Account and Health Savings Account, depending on medical plan.
AFLAC supplemental benefits.
Benefit buyout option if coverage is waived.
Voluntary short-term disability and life insurance.
Company-paid life insurance policy at two times annual salary.
Company-funded retirement plan.
401(k) option.
Tuition reimbursement program.
Partnership with Maria College offering a 40% discount on the CASAC program and various bachelor's degree programs for employees, spouses, domestic partners, and dependents.
Assistance with CASAC and/or licensing applications and exams.
EAP program for employees and their families.
Legal/ID Shield Insurance.