Job Description

Level Experienced Job Location Gardena, CA 90249 Position Type Full Time Salary Range $26.00 - $33.00 Hourly

Job Shift Day Job Category Admin - Clerical

Statement of Purpose

The Executive Administrator provides assista nce and support to the President/CEO.

Major Tasks, Duties and Responsibilities

• Assists Executive with projects involving complex, confidential and sensitive information.
• Supervises clerical staff assigned to President/CEO’s office. Some less complex and/or confidential tasks may be delegated to clerical staff.
• Preparation of President/CEO’s weekly calendar
• Preparation of meeting agendas, monthly calendar, records, transcription and distribution o f Meeting minutes.
• Preparation of clear and accurate c orrespondence.
• Opening, sorting, review and distribution of mail.
• Preparation of responses to routine inquiries.
• Answering inquiries concerning activities and operations
• Establishment and maintenances of system for corporate files.
• Ordering and recording keeping of employee enhancements and client incentives across multiple programs.
• Booking of all Executive travel including conference and training registration, air and hotel reservations. Processing of travel advances and reconciliation of expense receipts.
• Serves as President/CEO’s administrative liaison to BHS Board of Directors including:
  • Drafting of Corporate Resolutions and recording of votes. Adheres to compliance with applicable rules and regulations set in BHS By-laws regarding Board, Audit, Executive and Finance committees’ matters including advance distribution of materials prior to meetings. Maintains Board records.
  • Arranges annual Board retreat including meeting room, lodging and catering reservations.

• Represents the President/CEO well in all contacts, whether within BHS or outside of agency.
• Manages time efficiently without supervision
• Demonstrates ethical and professional behavior.
• Communicates clearly & respectfull y with clients, staff, peers, supervisors and non-BHS resources.
• Recognizes personal issues which may impact job performance and interactions with sta ff.
• Conveys respect for cultural and lifest yle diversities of clients and staff
• Has basic knowledge of the BHS treatment system, as well as the philosophy and approach of the 12-Step model of recovery (AA, CA, NA, Alanon).

• Understands computer operations for performance of job duties; this may include but is not limited to Microsoft Office, graphics and other programs as needed. Readily adapts to the changes in co mputer syste ms.

Executive Administrator Competencie s and Performance Expectations

The Executive Administrator is expected to:

• Provide assistance and support to President/CEO

• Prepare correspondence for the President/CEO

• Manage the President/CEO’s calendar, callers and visitors

• Develop complex docu ments such as newsletters, brochures and reports

• Comply with BHS health and safety standards

• Work as a team member in perfor ming duties and assign ments

• Maintain discretion and confidentiality in relationships with Executives and Board members

• Adhere to professional standards

Prerequisite

Qualifications:

Following a re the qualifications required to perform the essential functions of this position.

Qualifications may be subject to modification based on the A mericans with Disabilities Act.

Bilingual abilities may be required within certain BHS progra ms.

Secretarial school plus five years increasingly responsible office/secretarial experience, or Associate of Arts degree plus three yea rs office/secretarial experience. Excelle nt computer skills. Excellent writing and grammar skills. Knowledge of office proced ures.

Must have valid California driver’s license and liability insurance if driving personal vehicle on BHS business.

Able to stand, stoop, bend, squat and reach for purpose of perfor ming job duties s uch as handling materials stocked on shelves, filing, and handling and sorting mail. Routinely lift and move items weighing up to ten pounds; is expected to ask for assistance and use dolly or cart for any heavy ite ms. Vis ion, hearing, manual dexterity and eye-hand coordination must be adequate to answer telephones, use keyboard, and write messages.

The above state ments reflect the general duties considered necessary to describe the principal functions of the job as identified and shall not be considered as a detailed description of all the work requirements which may be inherent in the position.

Qualifications