Executive Assistant – Job Description

SUPERVISED BY:  Executive Director

HOURS:  40 hours a week (includes 2-3 evenings per month and occasional weekend hours)

Position Focus:

The executive assistant provides high-level administrative support to the executive director and other senior staff. Key tasks include taking minutes at board and management meetings; maintenance of the agency’s corporate record keeping system; management, board, and policy communications; contract reporting systems; and data collection. The executive assistant assists the executive director in all aspects of program administration and manages special projects as assigned.

Required Skills

1. Critical thinking abilities
2. Accuracy and attention to detail
3. Excellent writing skills
4. Data analysis
5. Confidentiality
6. Professional demeanor

Key Result Areas:

1. Assists Executive Director in all agency related administrative support functions including contract preparation and reporting.
2. Coordinates and manages agency administrative communications, assists with social media platforms and the website.
3. Manages agency administrative record systems.
4. Processes board, management and policy communications.
5. Manages staff and agency insurance policies through Cross Insurance (Commercial Insurances, Workers’ Compensation, Theft, Professional Liability for Wellspring and The Bangor Half-Way House, Inc.).
6. Acts as agency liaison to OSA’s Treatment Data System (WITS) inputting all outpatient client data into the on-line WITS data collection system; oversees Residential Administrative Assistants entering data on residential clients. Updates in-house worksheets on all substance abuse clients in the agency.

Sanctuary Description:  Wellspring utilizes the Sanctuary Model, a trauma-informed client treatment organizational change model. The Sanctuary Model informs both our treatment services and the way we run our organization. Sanctuary is an inclusive model that guides leaders, staff, clients, and families to share the same language.  Administrative employees help clients in their recovery from substance use and co-occurring disorders through role modeling, and empathetic trauma-informed support using Sanctuary framework.

Primary Duties and Responsibilities:  (May not include all duties assigned)

1. Agency Communications:
2. Attends board and management meetings, takes minutes, and functions as the point person for all Board committees. Types and distributes board and committee announcements and minutes including filing corporate paperwork such as the annual board reports for Wellspring and The Bangor Half-Way House.
3. Prepares and distributes management team minutes.
4. Prepares and distributes clinical policy revisions.
5. Responds to questionnaires seeking agency statistical information.
6. Assists with preparation of licensing and contract applications; applies for annual Charitable Organization Certification.
7. Processes public relations and fundraising correspondence.

 

1. Record Management:
2. Manages agency business (does not refer to clinical records) record filing system.
3. Maintains files in accordance with agency record retention policy.

 

1. Contract Reporting:
2. Assists Executive Director with contract narratives for funding proposals.
3. Maintains cooperative service, business associate agreements, and other miscellaneous agreements

Position Requirements and Specifications:

1. Flexibility, participation in outside activities and meetings, and cooperation with other members of the management team and staff.
2. Relates to members of the staff and to clients in an appropriate manner.
3. Maintains confidentiality of all client related information and activities.
4. Keeps an accurate time record of activities.
5. Travel between program sites, for training, and for miscellaneous errands is required.
6. Performs all other duties as required by the Executive Director.

 

Educational and Professional Qualifications:

1. Bachelor’s degree and/or at least three years related professional experience.
2. Proficiency with Microsoft Office Suite, Adobe, Donor Perfect and social media platforms
3. Demonstrated ability in office management and word processing skills.
4. Strong verbal and written communication skills with demonstrated ability using proper spelling, punctuation, and grammar.
5. Understanding of organizational systems for record storage.
6. Must hold a valid Maine driver’s license and have access to an automobile on a daily basis.

PERFORMANCE FACTORS:

1. Attendance and Dependability: Reports to work promptly at assigned hours and is seldom absent from work; submits accurate time sheets to the supervisor.  Employee shows strong initiative and can be depended upon to complete work in a timely, accurate, and thorough manner and is conscientious, about assignments.  
2. Communication and Contact: The employee communicates effectively both verbally and in writing with clients, colleagues, and other individuals inside and outside the company while maintaining confidentiality of all client related information.
3. Relationships with Others:  Demonstrates strong interpersonal skills. Conveys a welcoming, empathetic, hopeful attitude towards people with co-occurring conditions and supports a philosophy of dual recovery.  Engages and welcomes people in ways that convey respect for diversity in a culturally appropriate way.  Demonstrates high professional/ethical standards and works well with others as part of the treatment team.  Has a therapeutic approach of being empathetic, respectful, and motivational, while encouraging clients to take responsibility for their lives.
4. Participates in the Sanctuary Model and incorporates Sanctuary values, principles, and tools in building a trauma informed treatment program.

 

This job description is not designed to cover or contain a comprehensive listing of activities duties or responsibilities that are required of the employee.

 

The classification of this position is considered non-exempt from the pay provisions of the Fair Labor and Standards Act.