Executive Assistant

ITALIAN HOME FOR CHILDREN INC•Boston, MA

7d•Onsite

About The Position

The Executive Assistant reports to the President & CEO and assists the entire senior leadership team and Board of Directors with administrative tasks as well as serves as the front desk receptionist. The Executive Assistant aims to relieve senior leaders of these tasks so that they can more effectively and efficiently focus on driving the strategy and outcomes of the agency. The Executive Assistant must exercise discretion and tact in processing highly confidential documents and information. This position requires skill in managing multiple tasks and projects from beginning to completion while able to shift focus and priorities when required. The Executive Assistant must pay strong attention to detail and be extremely organized.

Requirements

Proficiency in Microsoft Office Suite/Office 365; advanced skills in Excel preferred
Ability to take initiative and work autonomously
Solution-focused, deadline driven, and motivated to overcome challenges
Excellent verbal and written communication
Thorough understanding and strict commitment to agency, employee, and client privacy; Adherence to all HIPPA guidelines and regulations
Flawless commitment to confidentiality regarding sensitive agency information such as employee relations, finances, strategy, and operations
Impeccable tact, diplomacy, and professionalism
Ability to multitask in fast-paced environment
Consistent and strong attention to detail and accuracy
Familiarity with electronic medical records
Effective interpersonal and teamwork skills
Strong commitment to Italian Home for Children's mission, philosophy, and values

Nice To Haves

Bachelor’s degree strongly preferred
Bilingual (Spanish) strongly preferred
Experience with Project Management preferred

Responsibilities

Maintain excellent customer service skills; greet callers and visitors in a way that demonstrates the positivity and values of IHC
Complete administrative tasks for senior leaders such as photocopying, scanning documents into SharePoint, maintaining calendars, and more
Enhance internal communication and senior leadership team visibility by organizing monthly employee newsletters
Provide infrequent coverage for administrative assistant absences on either Jamaica Plain or Brighton campus
Interface with Board of Directors including setting up meetings and organizing board packets of information with useful agency data as provided by Executive Team
Copyediting for senior leader correspondence, grant writing, procurements, presentations, marketing materials, and more
Assist Advancement Department during holiday time of giving
Organize agency-wide programmatic chart reviews, track compliance, and establish systems for proof of completion by deadlines
Serve as first point of contact to CEO; assist with management of CEO calendar
Organize meetings, assist with drafting agenda, attend meetings, complete and distribute meeting minutes, and follow up on any tasks assigned as a result of meetings
Reconcile credit card and petty cash receipts for various leaders
Obtain contracts, review for accuracy, pursue signatures from senior leaders, file originals, and return with signatures to external parties as requested
Order office supplies as requested
Perform work-related errands as needed
Develop onboarding plans and schedules for new leaders
Maintain and/or create tracking spreadsheets for important data points relevant to agency operations
Lead agency record retention and record request processes