Executive Administrative Assistant

General Duties and Responsibilities:

The Summit Counseling Center (“Center”) seeks an experienced, motivated, and highly qualified Executive Administrative Assistant to support the Executive Director, assigned Leadership and the Board of Directors with administrative and organizational tasks in a well thought out and timely manner. This role will also provide administrative support in the Leadership Team meetings as well as to the Board Chair and in Board Meetings. The Executive Administrative Assistant will also support the Vision, Mission, and Values of the Center.

Essential Duties and Responsibilities

Center Executive Leadership Administrative Support

• Coordinate and maintain daily schedules for Executive Director and other assigned Leadership Members utilizing Microsoft 365 schedule and planning tools.
• Serve as coordinator and liaison between the Executive Director, leadership, and other direct reports. 
• Administratively support Executive Director communication (verbal, email and other) and maintain strict confidential correspondence with a high degree of sensitivity, judgment, and capacity to accept direction from the Executive Director.
• Record, track and coordinate follow up activities of the Executive Director and other assigned leaders. 
• Attend, provide advance calendar coordination and meeting notification, coordinate agendas, and maintain minutes for Leadership Team meetings and other assigned, related minutes utilizing MS 365 tools (Outlook, SharePoint, Teams) and/or Zoom and other technologies as needed. This includes the weekly senior Leadership Team Meeting, strategic planning meetings, and other meetings as assigned.

Center Board and Advisory Board Administrative Support

• Coordinate communication with the Board Chair, the Executive Director, the Board of Directors and Leadership and support the planning and execution of all Board business and social meetings.
• Manage creation and distribution of the Board presentation, all supporting Board materials, meeting notices and calendar invitations in advance, meeting site reservation, set-up, and hospitality.
• Coordinate communication with Advisory Committee Chair, the Site Lead, the Executive Director and Leadership and support the planning and execution of all Advisory Committee business and social meetings.
• Manage creation and distribution of the Advisory Committee presentations, all supporting Advisory Committee materials, meeting notices and calendar invitations in advance, meeting site reservation, set-up and hospitality.

Center Communications

• Proactively identify and assist in the development of communication plans and address the communication needs of the organization in conjunction with Leadership Team Members.
• Manage and coordinate content with Leadership for The Summit Communications Center SharePoint Site to ensure positive, supportive, resourceful support of employees.

Human Resources Administration Support

• Provide comprehensive administrative support for Human Resources functions, serving as the primary point of contact for routine employee inquiries while maintaining strict confidentiality of employee and organizational information.
• Support the full employee lifecycle, including recruitment support, interview scheduling, onboarding, offboarding, orientation activities, personnel records management, and/or benefits administration.
• Administer and maintain employee data within ADP Workforce Now, including onboarding workflows, personnel changes, compensation updates, electronic documentation, employee self-service support, and records management.
• Generate, analyze, and distribute HR and workforce reports from ADP, including headcount, turnover, compensation, and PTO utilization metrics, to support leadership decision-making. 
• Coordinate employee engagement, recognition, wellness, compliance, audit, accreditation, and HR-related communications initiatives to support organizational culture and regulatory requirements.

Meeting and Event Planning and Execution

• Manage internal organizational meetings and event planning and all related components to include date selection, site selection, invitations, food/catering (including ordering, pick-up/delivery, and payment), purchasing of any related gift items, and post-event cleanup. 
• Events include but are not limited to Board meetings, All-Staff or related meetings, holiday parties and Board or Staff engagement events.

General

• Maintain a warm, pleasant, and professional appearance and attitude.
• Be responsive to Leadership and organizational needs (emails, texts, phone calls) with contact outside of normal business hours with recognition that the organization must operate during adverse weather conditions and other emergencies and must remain responsive to urgent community needs. 
• Coordinate any remote working needs with the support needs of the Executive Director and Leadership. 

The ideal candidate will have strong:

· experience supporting executive leadership,

· planning and time management skills,

· ability to adapt to changing needs and priorities,

· Ability to multitask and prioritize daily workload,

· ability to proficiently use technology (particularly MS 365 Apps) to support organizational needs,

· ability to effectively communicate with agency stakeholders at all levels,

· background in behavioral health, non-profit, or other closely related field, and

· culturally competent practices.

Additional Duties and Responsibilities

• Any other duties as assigned.

Job Scope

Job has recurring work situations involving high degrees of discretion and confidentiality. The need for accuracy and effective utilization of available resources is high. Errors in judgment could cause disruptions to the Center’s mission and adversely impact attainment of the Center’s goals. The capacity to operate independently using good judgment while being supervised by the Executive Director is essential. The content of work priorities is largely self-determined and confirmed when necessary, by the Executive Director.

Competencies/Specific Experience or Training Preferred:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and Experience 

· Associate degree in business administration or related discipline.

· 4 or more years of experience in administrative, non-profit, healthcare, or other applicable fields of endeavor.

· Or equivalent skill, knowledge, and experience.

Knowledge, Skills and Abilities 

· Proficient in Microsoft 365 (Word, Excel, Outlook, PowerPoint, Teams and SharePoint) and Zoom

· Excellent verbal and written communication skills reflecting sensitivity to mental health issues/field and confidential communications

· Ability to interface professionally with multi-level organizational leaders

· Ability to be flexible with schedule, tasks and/or duties, including but not limited to remote access using MS 365

· Excellent hospitality and event planning and coordination skills

· Excellent organizational, time-management, and project management skills

Equipment and Applications

· Computers and peripheral equipment, including but not limited to cell phones.

· Designated software applications – including web-based systems.

· Telephones, copiers and other office equipment

Job Conditions (See Examples Below):

The physical demands described here 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. While performing the duties of this job the employee is:

· Frequently required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk and hear

· Frequently required to stand; walk; climb or balance; and stoop, kneel, crouch, or crawl

· Occasionally lift and/or move up to 30 pounds

· While performing the duties of this job, the associate may be occasionally exposed to fumes or airborne particles and toxic or caustic chemicals

· Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and ability to adjust focus

· The noise level in the work environment is usually low

Benefits

This full-time position is eligible for benefits including medical, dental, vision, and retirement savings plans.

*It should be noted that this position has a Bona-Fide Occupational Qualification (BFOQ) in the area of religion in compliance with U.S. Code Title 29, Chapter 14, Section 623. Since the mission of the Center is to integrate faith and therapy within the counseling process from the point of view of an adherent of Christian faith, the position requires the willingness to perform this service for clients and to demonstrate adherence to Christian faith by evidence of regular participation in and/or leadership within a Christian community of faith.