Executive Assistant

Alcohol, Drug & Mental Health Board Franklin Cty. • Columbus, OH

8d

About The Position

The ADAMH Board of Franklin County provides a pathway to recovery for Franklin County residents needing resources for addiction and mental health. ADAMH is seeking an Executive Assistant. In this role, you will provide executive-level administrative support for assigned executives and team.

Requirements

• Associate’s degree with emphasis in secretarial science or office technology, and/or equivalent.
• Four (4) years’ work experience in executive-level support or related experience.
• Expert-level Excel, Word, PowerPoint, Outlook and SharePoint skills.
• Strong organization, planning, time management, and prioritization skills.
• Able to work effectively with diverse populations.
• Able to represent the board in a professional manner.
• Able to operate effectively as a team member to achieve overall objectives.
• Able to prioritize and handle multiple tasks while meeting deadlines.
• Strong business acumen and communication skills.
• Good problem-solving and negotiation skills
• Able to anticipate and take initiative.
• Able to work effectively in a team environment and with a wide variety of culturally diverse clients, staff, and public.

Responsibilities

• Manages an active calendar of appointments; serves in the "gatekeeper" and "gateway" role, creating win-win situations for those requesting access to the executive's office.
• Solicits and reviews team meeting requests, prioritizes appointments, and coordinates scheduling with internal and external parties.
• Provides a bridge for smooth communication between the executive’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management; contributes to the effectiveness of cross–functional team activities.
• Composes and prepares correspondence, internal and external memos and emails; researches, prioritizes and follows up on incoming issues and concerns addressed to assigned office, including those of a sensitive or confidential nature.
• Develops presentations for assigned executive and team.
• Balances conflicting priorities in order to manage workflows; ensures the completion of essential projects and meet critical deadlines.
• Tracks expenditures and ensures the areas remains within approved team budget allocations; completes expense reports; processes contract and purchase order workflows.
• Sets up and processes purchase orders and vendor invoices.
• Orders office supplies, obtains proper approvals and submits order request for purchase; follows up to ensure supplies are received.
• Arranges complex and detailed travel plans, itineraries, and agendas; compiles documents for travel-related meetings.
• Reserves meeting rooms; plans, schedules, and coordinates registration and physical layout of meeting sites.
• Records and produces concise meeting minutes; provides meeting prep support (e.g. editing and printing talking points, meeting materials).
• Types, formats, proofs, edits and organizes various paper and electronic files.
• Collects, sorts and distributes incoming mail and inter-office correspondence; ensures that mail reaches its destination quickly.
• Creates, compiles and maintains up-to-date databases as needed.
• Serves as a team records manager; creates, organizes and maintains an alpha filing system for a variety of correspondence and reports for easy access and retrieval; provides support on board records projects.
• Provides technical assistance to staff on software applications; remains up to date on existing software and knowledgeable of changes in software applications.
• Answers all incoming phone calls swiftly; provides and records accurate information and transfers information in a timely manner; greets and directs visitors, vendors and others as they enter the building, in a friendly and professional manner.
• Serves as the backup to office management and support services team.
• Other duties as assigned.

Benefits

• Robust health benefits for all full-time employees, including comprehensive behavioral health support and coverage.
• Life insurance coverage for all full-time employees.
• Guaranteed 11 paid holidays every year.
• A 19% employer contribution to your OPERS pension plan.
• Generous wellness benefits and incentives for employees/spouses enrolled in healthcare plans.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree