Executive Assistant

The Executive Assistant reports to the President & CEO and assists the entire senior leadership team and Board of Directors with administrative tasks as well as serves as the front desk receptionist. The Executive Assistant aims to relieve senior leaders of these tasks so that they can more effectively and efficiently focus on driving the strategy and outcomes of the agency. The Executive Assistant must exercise discretion and tact in processing highly confidential documents and information. This position requires skill in managing multiple tasks and projects from beginning to completion while able to shift focus and priorities when required. The Executive Assistant must pay strong attention to detail and be extremely organized. This is a full-time on-site position, scheduled Monday through Friday from 9am to 5pm.The intent of this job description is to provide a representative summary of duties and responsibilities that will be required of positions given this title, but additional responsibilities may be required. Employees are expected to perform job-related tasks other than those specifically presented in this description.Maintain excellent customer service skills; greet callers and visitors in a way that demonstrates the positivity and values of IHCComplete administrative tasks for senior leaders such as photocopying, scanning documents into SharePoint, maintaining calendars, and moreEnhance internal communication and senior leadership team visibility by organizing monthly employee newslettersProvide infrequent coverage for administrative assistant absences on either Jamaica Plain or Brighton campusInterface with Board of Directors including setting up meetings and organizing board packets of information with useful agency data as provided by Executive TeamCopyediting for senior leader correspondence, grant writing, procurements, presentations, marketing materials, and moreAssist Advancement Department during holiday time of givingOrganize agency-wide programmatic chart reviews, track compliance, and establish systems for proof of completion by deadlinesServe as first point of contact to CEO; assist with management of CEO calendarOrganize meetings, assist with drafting agenda, attend meetings, complete and distribute meeting minutes, and follow up on any tasks assigned as a result of meetingsReconcile credit card and petty cash receipts for various leadersObtain contracts, review for accuracy, pursue signatures from senior leaders, file originals, and return with signatures to external parties as requestedOrder office supplies as requestedPerform work-related errands as neededDevelop onboarding plans and schedules for new leadersMaintain and/or create tracking spreadsheets for important data points relevant to agency operationsLead agency record retention and record request processesESSENTIAL QUALIFICATIONSBachelor's degree strongly preferredBilingual (Spanish) strongly preferredExperience with Project Management preferredProficiency in Microsoft Office Suite/Office 365; advanced skills in Excel preferredAbility to take initiative and work autonomouslySolution-focused, deadline driven, and motivated to overcome challengesExcellent verbal and written communicationThorough understanding and strict commitment to agency, employee, and client privacy; Adherence to all HIPPA guidelines and regulationsFlawless commitment to confidentiality regarding sensitive agency information such as employee relations, finances, strategy, and operationsImpeccable tact, diplomacy, and professionalismAbility to multitask in fast-paced environmentConsistent and strong attention to detail and accuracyFamiliarity with electronic medical recordsEffective interpersonal and teamwork skillsStrong commitment to Italian Home for Children's mission, philosophy, and valuesItalian Home for Children is committed to fostering a diverse and inclusive workplace. We are an equal opportunity employer and do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, veteran status, height, weight, or any other characteristic protected by applicable federal, state, or local laws.We are dedicated to ensuring a fair hiring process and an equitable work environment. If you require accommodations during the application, and/or interview process, please contact hr@italianhome.org.