Benefits:
Dental insurance
Health insurance
Paid time off
Parental leave
Vision insurance
The Executive Assistant maintains standard operating office procedures and performs office support services. S/he is usually the first point of contact for clients, and NHS partners, and must maintain a cordial professional attitude in person and on the telephone. The Executive Assistant (EA) provides support to the Executive Director (ED) by implementing and actively performing duties that facilitate their work. These duties would include administrative, scheduling, and heavy verbal and written communication. S/he is knowledgeable about the mission of NHS Brooklyn and its programs and services and is the liaison of the Executive Director (ED) to board members and staff of NHS Brooklyn.
Scheduling Responsibilities: The EA maintains and updates the Executive Director’s calendar and sets up appointments. S/he also coordinates all travel arrangements and itineraries for the Executive Director.
STANDARD: Ensures that the calendar and schedule of appointments are updated accurately and maintained in an efficient manner, and travel arrangements and itineraries for the ED are well coordinated. Included in this is the scheduling of all meetings, appointments, and travel arrangements for the ED.
STANDARD: Must be cognizant of the time frames involved, and of potential conflicting or extended time frames. S/he follows-up reports and any information required by the Executive Director, with established dates. The EA must be proactive in coordinating the scheduling of appointments and meetings.
Departmental and Program Liaison Responsibilities: The EA acts as a liaison between the Board members, NHS Staff and the ED.
STANDARD: communicates pertinent information as required by the Executive Director, when out of the office or while the Executive Director is attending meeting.
STANDARD: scans publications for pertinent articles, at the request of the ED, and brings them to the attention of appropriate person(s). S/he follows up on all correspondence, inquiries and requests for information between the Executive Director and other NHS departments, with established timeframes.
STANDARD: Is responsible for the dissemination of information internally and is the intermediary when establishing and confirming meetings and functions at which the attendance of the Executive Director is appropriate.
Receptionist Responsibilities: The EA is the primary staff to answer incoming calls. S/he will provide coordinate relief for the receptionist during lunch hours and absences.
STANDARD: Maintains a professional, cordial and helpful attitude in dealing with visitors. S/he greets visitors and determines the reason for the visit promptly. S/he directs the visitor to the appropriate office speedily or informs the visitor of any delays in an acceptable time frame. S/he maintains a clean and organized reception area.
STANDARD: Answer incoming calls, distribute mail, greet visitors, and ensure mail is sent out.
Telephone Responsibilities: The EA answers, screens and responds to incoming phone calls to the Executive Director’s office. If calls are not relevant to the Executive Director, s/he uses her discretion to forward/direct these calls to the appropriate individual.
STANDARD: Incoming phone calls are answered in a professional manner and screened effectively; interruptions are minimized.
STANDARD: Ascertains the name of the caller, the purpose of the call. and the person the call is for. S/he directs the call to the appropriate staff person. S/he uses discretion and judgment in forwarding calls. S/he tries to minimize interruptions to staff persons who are in meetings. S/he takes accurate messages if staff persons are not available. S/he ensures that staff receive messages. S/he must be familiar with NHS basis programs.
Written Communication: The EA drafts, writes, edits and types letters and memos as requested by the Executive Director. S/he proofreads responses to routine inquiries before distributing.
STANDARD: Produces working drafts in a timely fashion; types letters, memos, etc. with few mistakes. S/he is familiar, comfortable and skilled in word processing; follows up on drafts submitted to the Executive Director.
STANDARD: Performs basic word processing and typing tasks, including office correspondence, minutes and minutes notices, as necessary.
STANDARD: Types correspondence and other material with professional quality. S/he must be familiar with and competent in using computer word processing software. S/he must be comfortable with computer data entry and data retrieval processes.
Mail Distribution and Correspondence Responsibilities: The EA sorts and distributes incoming and outgoing mail (both internal and external) for the ED in a timely manner.
STANDARD: Ensures the incoming mail is distributed quickly and appropriately and all outgoing mail and NHS correspondence are efficiently and timely distributed.
Office supplies responsibilities: The EA assists with the maintenance of office supplies and equipment.
STANDARD: Assists in the maintenance and ordering of office supplies. S/he is one of the point persons who is responsible for maintaining the office equipment for the offices floor and seeks assistance from the IT company to get the equipment repaired.
STANDARD: Ensures that the office is maintained in a neat and orderly manner, particularly, after Executive Director scheduled meetings.
Administrative and filing: The EA assists with the preparation of program reports and maintains administrative files.
STANDARD: Assists the ED in the preparation of reports, Board and Committee packages in preparation for mailing and distribution.
STANDARD: Maintains administrative files in a neat orderly and current fashion so those items can be easily located with minimum difficulty. S/he has a proven filing system that facilitates the work of the department.
STANDARD: Helps the ED with administrative tasks on a daily basis. S/he types correspondence and office memos; maintains the office telephone directory and makes photocopies and follows directions from the Executive Director related to the request.
STANDARD: Where appropriate, maintains accounting records and prepares and submits authorized check requests to the Accounting Department on a timely basis.
STANDARD: Occasionally, the EA may assist the ED with the coordination of volunteers assigned to work within the administration.
STANDARD: Periodically, the EA may be asked to work on special projects by the Director of Operations (DOO) and the Director of Finance. Some of these projects may require that the EA work with other staff members to have them done. The EA must be able to maintain good work relationships with senior management and be able to work as part of a team. The EA will assist the DOO, whenever possible, depending on workload and job priorities.
Board meetings responsibilities: The EA prepares for board meetings; notifies members about where and when meetings will take place; and drafts and sends out agendas and other material in preparation for these meetings. S/he ensures that board minutes are kept up to date.
STANDARD: Must be knowledgeable and keep informed about the work of the board and the committees that the Executive Director works with. S/he should have a working knowledge of the responsibilities of the Board of Directors and committees. Meetings are announced in a timely fashion; members are contacted by phone in a timely fashion. Materials are prepared and emailed in a timely fashion. Minutes are kept up to date.