Administrative Assistant / Executive Assistant (Beaufort - Coastal Empire)

State of South Carolina • Beaufort County, SC

4d • Onsite

About The Position

The Executive Assistant works at the South Carolina Department of Behavioral Health and Developmental Disabilities, Office of Mental Health, Coastal Empire Mental Health Center, Beaufort Clinic. Under the general supervision of the Executive Director, the position performs advanced administrative tasks for the Executive Director and, as needed, other members of the Executive Management Team, Administration, and agency senior leadership.

The role provides administrative and technical support across business office operations, executive management, committees, and board activities. Duties include scheduling meetings, preparing agendas and itineraries, recording and distributing minutes, maintaining documentation and records, managing calls and mail, coordinating supplies and room reservations, and assisting with reports, dashboards, and special projects. The Executive Assistant also supports policy review and posting in preparation for CARF, helps coordinate schedules and deadlines, and serves as a liaison with community stakeholders and others.

Employees must complete Managing Agitation in the Psychiatric Setting (MAPS) certification after hire. The department offers a benefits package to full-time employees.

Requirements

• High school diploma and 2 years of clerical experience; or an associate degree in secretarial science or another related field; or 3 years of clerical experience.
• After hire, complete Managing Agitation in the Psychiatric Setting (MAPS) certification.
• Have knowledge of office management policies, practices, and procedures.
• Have working knowledge of the care and operation of standard office equipment and machines.
• Be able to work independently and maintain filing systems, and collect, compile, and assemble information.
• Be able to maintain effective working relationships with staff and the public.

Nice To Haves

• Bilingual abilities in English and Spanish, or another language.

Responsibilities

• Provide advanced administrative support to the Executive Director and members of the Leadership Team.
• Assist with scheduling management meetings and functions; prepare agendas and itineraries and record minutes for executive-level meetings and others as requested.
• Answer and route calls for administration offices; maintain the administration workroom; order supplies; open and log mail payments; and serve as the point of contact for Board Room scheduling.
• Maintain reports, performance-analysis dashboards, spreadsheets, and reference files in accordance with BHDD policies and procedures and CECMHC guidelines.
• Assist with administrative staff needs related to Center operations as requested by the Executive Director or Leadership Team members.
• Provide technical support to the Executive Director, Chief of Clinical Operations, Chief of Psychiatric Services, Administrator, QAC, HR and Administrative Coordinator, according to priority guidelines set by the Executive Director.
• Assist with the annual review and posting of CECMHC/BHDD policies in preparation for CARF.
• Record meeting minutes for Executive Leadership and other committees, maintain standardized documentation in the agreed format and location, and ensure its distribution.
• Maintain committee meeting and membership schedules, coordinate committee meetings, document minutes, and store records in accordance with agency and CARF standards.
• Assist with special projects supporting the agency’s mission and operations.
• Attend board meetings and support the Board by recording, transcribing, and distributing minutes.
• Attend departmental-level meetings as assigned by the Executive Director.
• Assist the Executive Director with schedules and follow up with relevant parties on deadlines.
• Coordinate special staff and/or board meetings.
• Act as a liaison between superiors, community stakeholders, and others as needed.
• Understand and comply with Corporate Compliance requirements.
• Perform other duties as assigned by the Executive Director, Assistant Director, agency leadership, or BHDD leadership.

Benefits

• Health, dental, vision, long-term disability, and life insurance for employees, spouses, and children.
• 15 days of annual (vacation) leave per year.
• 15 days of sick leave per year.
• 13 paid holidays.
• Paid parental leave.
• South Carolina Deferred Compensation Program available.
• Retirement benefit choices through the State Retirement Plan (SCRS) or State Optional Retirement Program (State ORP); enrollment in one of the listed plans is required for FTE employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED