Executive Assistant

Job Summary

The Executive Assistant (EVP/Program) performs very high-level office and administrative support duties for the Executive Vice President, the Vice President Program and the department and programs they oversee.  This position provides skilled confidential support for the executive and serves as a liaison for those offices, with other executive offices, programs, community agencies, Sheriffs, donors and parents, etc.

This position reports to the Executive Vice President.

The Executive Assistant performs a wide array of support duties including preparation of correspondence, reports, presentations, planning and coordination of meetings, maintaining agendas and minutes, conducting research, preparing statistical reports and spreadsheets, supporting staff research, making travel arrangements, maintaining calendars and schedules in addition to participation in the quality improvement program. This position requires proficiency at an advanced level in the use of standard desktop applications and includes the ability to develop documents and presentations of all types using word processing, spreadsheets, PowerPoint and other software programs.

This position is eligible for overtime pay.

Essential Duties and Responsibilities

1. The following list provides examples of the most typical duties associated with this position but may not include all of the duties performed by the person holding the position. There may be other duties required beyond normal office duties.
2. Performs specialized administrative duties such as, but not limited to the following:  required to support the specific responsibilities of the Executive Vice President and Vice President Program using discretion in judgment based on operating guidelines.  Ensures incoming calls of a sensitive nature are properly handled and passed on to the appropriate personnel. 
3. Provides supportive services for the Executive Vice President and Vice President Program such as composing and/or preparing correspondence, memoranda, reports, spreadsheets, scheduling meetings and appointments.  Updates the appointment calendar and contact list in Outlook. 
4. Answers questions and independently resolves problems whenever feasible.  Responsible for signing off on program staffs’ timesheets, travel reimbursements, requests for checks, vehicle logs, etc. in the absence of the Executive Vice President and Vice President Program.
5. Serves as the department liaison with other programs across the state including summer camps, managing the flow of communication and required materials including but not limited to monthly capital needs updates, monthly program reports, quarterly reports, annual reports, board meeting materials etc.
6. Responsible for tracking and mailing all thank you notes from programs.
7. Performs statistical calculations for the purpose of providing accurate data for the monthly report, annual report, Program Committee as well as other department’s reports as requested.
8. Serves as administrative support person for designated staff meetings, Board Committee meetings and other meetings as requested by creating agendas, meeting booklets, taking and maintaining minutes and communicating this information to meeting attendees. Is a member of the team who helps set up, provide support and documents Board Committee meetings.
9. Assists the Quality Improvement Director in conducting Continuous Quality Development (CQD) on a quarterly basis and that covers all programs and camps.
10. Participates as a part of the Scholarship/Mentor Committee in the   student interview process and by providing expertise in the areas of policy, required documentation, completion of scholarship applications, etc.
11. Maintains, monitors and tracks all potential or current scholarship students to ensure that all documentation and information is in place to meet accounting requirements.
12. Provides support and backup to the Chief of Staff, Director of Camping Services and Director of Residential Services as needed or requested.
13. Performs other duties as required to support the mission and function of the executive’s area of responsibility and the agency.

Education and Experience Requirements

This position requires a high school diploma and at least six progressive years of experience in an office or administrative support position and a strong working knowledge of PC’s and windows-based software with the ability to quickly grasp uncommon software programs.  Some travel is required by the person holding this position.  College or vocational training and supervisory experiences are preferred.

Required Knowledge, Skills and Abilities

To perform this job successfully, an individual must be able to perform each area of responsibility in a satisfactory manner.  The requirements listed are representative of the knowledge, skills, and/or abilities required.

1. Must possess a good working knowledge of office practices, business and administrative procedures, equipment, and computers and the ability to teach these procedures
2. Must have the ability to handle stress, exercise sound judgment, and pay particular attention to detail and produce a high quantity and quality of work under these circumstances.
3. Must possess exceptional skill and tact in working with people.
4. Must have the ability to plan and organize work and follow through; on occasion distributing tasks to others in the department according to priority.
5. Must have a good understanding and knowledge of the English language (i.e., vocabulary, spelling, etc.)
6. Must demonstrate a positive attitude, ask clarifying questions necessary for job success and exhibit enthusiasm for the Youth Ranches mission and values.
7. Must be able to exhibit persistence and perseverance when tasks require it.
8. Must have the ability to read and interpret documents such as contracts, operating, instructional, and procedural manuals.
9. Must have the ability to calculate figures and amounts, such as discounts, interest, commissions, proportions, percentages, and ability apply the basic concepts of geometry.
10. Must have analytical, math, and grammar skills sufficient to meet minimum standards of the Youth Ranches Skills Test.
11. Must have the ability to define problems, collect data, establish facts, and draw valid conclusions; ability to interpret extensive variety of instructions; ability to deal with problems involving variety of situations.
12. Must be able to apply common sense understanding to carry out instructions furnished in written, oral or diagram form; and deal with problems involving several concrete variables in standardized situations.
13. Must have a valid Florida Driver License and be able to maintain a safe driving record consistent with agency policy.
14. The physical requirements described 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.
15. While performing the duties of this job, the employee is regularly required to sit and use hands and fingers to key data. The employee is frequently required to reach with hands and arms. There will be occasional periods of standing, stooping, kneeling, crouching, and crawling. The employee must regularly lift and/or move up to ten pounds and occasionally 25 pounds. Specific vision abilities required by this job include close vision, the ability to adjust focus, distance, color, depth perception and peripheral vision.

Working Conditions

Work is generally performed in an office environment.  The employee must be able to travel 25% of the time or as necessary for meetings, training purposes and to perform the duties of the position.  There are no special conditions.

BASE SALARY                   $21.00 Hourly

DEADLINE TO APPLY      Open Until Filled

CONTACT                        Maria Knapp, Executive Vice President, mknapp@youthranches.org