Executive Assistant to VP of Business Operations

Baptist Children's Home•Thomasville, NC

1d•Onsite

About The Position

The Executive Assistant to the Vice President Business Operations manages overall office functions and works independently, serving in a variety of capacities while supporting the Vice President. Generally, this position ensures the effective day-to-day operations of the Office of the Vice President through a demonstrated excellence in professional decorum while serving as the primary point of contact for internal and external constituencies. The Vice President's position is one of organization, travel, relationship-building, revenue production, and enhancing the reputation of Baptist Children's Homes.

Requirements

Bachelor’s degree or paralegal certification desired, or an equivalent combination of education and experience of five years or more related to the duties of this position.
Demonstrated high degree of professionalism, integrity, discretion, dependability and ability to work independently with minimal supervision.
Exceptional written and verbal communication skills; strong command of grammar and English usage in professional business communications which includes accuracy in proofreading, composing correspondence, editing, and typing.
Knowledge of office management principles and procedures.
Exceptional skill in prioritizing workflow as well as managing resources and time.
Acute attention to detail and accuracy in documents and in coordinating activities is required.
Demonstrated ability to maintain strict confidentiality of privileged information and perform a wide range of duties that require tact, sensitivity, independent judgment, diplomacy, organizational skills, flexibility, and discretion.
Excellent interpersonal skills and customer focus, with the ability to project a collaborative and professional demeanor with a wide range of constituencies in a diverse community.
Exceptional project management skills, to include the ability to organize and lead multiple, simultaneous initiatives, and to proactively and strategically meet project needs until successful completion.
Thorough knowledge of Microsoft Office and Outlook, database management, the Internet and other relevant software plus other operation of standard office equipment to effectively create documents, reports, and presentations.
Ability to use good judgement and individual discretion in responding to inquiries from constituents.
Self-motivated and committed to continuous improvement.
Must meet the general requirements for employment with Baptist Children’s Homes of N.C., Inc.
Ability to read, analyze and interpret general information.
Ability to effectively communicate with others, including managers, clients, customers, and the general public.
Excellent mathematical skills and the ability to use accounting software and 10-key calculator to calculate figures in order to assist with payroll and budgets.
Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form and ability to draw conclusions.
Specific vision abilities required by this job include close vision, and ability to adjust focus.
Must be able to talk and hear both in person and on the telephone.
Complies with agency policies and procedures concerning confidentiality, including payroll, budgeting and HIPAA regulations involving all aspects of client information, which include day to day care of the children, case records, family information, medical information, psychological services, etc. which if disclosed, would have adverse internal and/or external effect, and could result in termination of employment.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit and stand, use hands and fingers, walk, reach with hands and arms, and occasionally lift 15 pounds.

Responsibilities

Serves as primary point of administrative contact and liaison with a wide range of individuals and constituencies in a dynamic and diverse community while maintaining strict confidentiality of privileged information.
Assesses and makes suggestions on policies, procedures, and systems to enhance productive and efficient office operations.
Manages the calendar of the Vice President to ensure that identified priorities are addressed in a timely fashion and usage of time is optimized.
Comprehensive communications support (both verbal and written): using thorough research and analysis, as requested; prepares non-routine letters and/or reports which may be highly sensitive and confidential in nature.
Responsible for managing confidential correspondence to include: responding to routine correspondence, providing resource material and/or drafts, reading, prioritizing, and referring incoming and outgoing mail.
Greets visitors, responds to questions, provides information or refers visitors and phone calls to appropriate individuals.
Develops, implements, and coordinates a systematic approach to managing projects while establishing realistic timetables to keep projects on schedule.
Monitors progress and completion of assignments to ensure deadlines are met, documents are properly prepared, and impacted staff members are advised
Files/scans documents and correspondences.
Completes requisitions for payment for goods and services received.
Answers phone and takes messages for Vice President and other staff as needed.
Enhances public relations (i.e. warmly greeting and directing visitors at the Family Resource Center).
Updates information in Outlook calendar for the Vice President.
Prepares letters, faxes and emails as needed.
(duplicate)Represents Baptist Children's Homes of NC, Inc. in a professional, positive manner when working with internal staff or outside contacts.
Respects the cultural and socioeconomic diversity of staff members and children in care and strives to create a positive relationship within BCH..
Participates in the agency’s Performance Quality Improvement (PQI) program as needed.
Performs other duties as assigned for the Vice President and the President/CEO.
Types correspondences necessary to maintain estate files through to completion.
Keeps records (physical and computer files) of all information pertaining to properties, investments, estates, retirement and maintenance.
Keeps records of property deeds, titles and rental properties.
Requisitions payment of property taxes.
Prepares leases for signatures.
Assists in insurance renewals, claims and payments.
Receives estate beneficiary notices and follows up with obtaining information from clerks of court, attorneys and executors.
Reviews wills, financial information and other documents in estate files.