Job description

POSITION SUMMARY
The Executive Assistant provides administrative support directly to the Chief Executive Officer. In this highly visible role, the
Executive Assistant will work with and interact with the Board of Directors, full Executive team and all Kelberman staff, people and families served . The Executive Assistant is responsible to coordinate and attend Board and committee meetings, take minutes and distribute, generate reports and charts, and independent assist with special projects. The Executive
Assistant is also responsible to draft and maintain correspondence, coordinate and attend Board and committee meetings, take minutes and distribute, maintain filing system, generate reports and charts, process handle and triage phone calls, assist in scheduling, route mail, and promote positive communications across the organization. and assist in special projects.

ESSENTIAL RESPONSIBILITIES
Role responsibilities include but are not limited to the following:

• Type and maintain correspondence including letters, memos, contracts, forms, reports, logs and charts as required by the CEO.
• Full knowledge of Board of Directors protocol, procedures and bylaws.
• Coordinate and attend Board of Directors meetings and Board committee meetings as requested.
• Ability to take comprehensive meeting minutes, distribute as needed, and follow up on any action items.
• Responsible for creating BOD meeting agendas, meeting packets and necessary correspondence.
• Generate and maintain reports, charts and records as directed.
• Maintain filing system, both electronic and physical files as appropriate, keeping current and organized records.
• Manage incoming and outgoing correspondence via phone, email, mail or other on behalf of CEO, take messages and respond to requests for information accordingly. Record by date incoming mail, route and distribute.
• Manage and maintain CEO’s calendar.
• Assist in scheduling, including but not limited to meetings, appointments, trainings, and special events.
• Assist in making reservations or travel planning as appropriate for conferences and other work related travel.
• Act as a liaison for the CEO; interface and communicate with various entities including Chief Executive team, Vice Presidents, and various other departments and employees, the Board of Directors and external stakeholders.
• Draft letters, memos, announcements, and correspondence for review and approval of the CEO.
• Research and requisition of supplies and equipment, and verify delivery.
• Promote positive communications and assist in special projects, as requested.
• Ensure compliance with all pertinent government and agency regulations and operating standards
• Present and act in a professional and courteous demeanor daily, and interact with coworkers and external stakeholders in a responsive and positive way.
• Maintain and regularly compile data and documentation to be reviewed by supervisor as required.
• Contribute to a positive work environment through collaborative team work and positive communication in alignment with the Kelberman’s culture, values and mission.
• Demonstrate excellent work attendance by being punctual and reliable for all scheduled shifts and meetings.
• Ensure compliance with all pertinent government and agency regulations and operating standards.
• Other duties as assigned.

REQUIRED SKILLS AND ABILITIES

• Maintain professional boundaries and confidentiality.
• Exercise tact, discretion and judgment in working with a variety of people
• Displays flexibility and openness in daily work and encourages others to stay open to change and improvement.

Assistant Director of Community Habilitation

• Demonstrates and promotes respect toward coworkers and adapts behaviors to work effectively with varying people and situations.
• Must possess the ability to make independent decisions when circumstances are warranted

EDUCATIONAL REQUIREMENTS/QUALIFICATIONS/EXPERIENCE

• Bachelor’s degree in related field preferred.
• A.A.S. Degree or High School plus specialized training required.
• Minimum 5 years of related experience.
• Advanced Computer Skills required including Microsoft Office Suite, PowerPoint, Excel, Windows, Outlook, Adobe

Acrobat, Word, Excel, Access, and Internet Browser.

• Travel is required. Must have a valid NY State Driver’s License.

An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.

WORK ENVIRONMENT & PHYSICAL DEMANDS

• May have exposure to unpredictable individuals and situations when working at Kelberman sites.
• The employee frequently is required to stand, walk and sit. Must be able remain in a stationary position for extended periods of time.
• Must be able to bend, twist, reach.
• 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 of the position without compromising work-flow and efficiency.

Job Type: Full-time

Pay: From $55,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• Day shift
• Monday to Friday
• On call
• Weekend availability

Ability to commute/relocate:

• Utica, NY 13502: Reliably commute or planning to relocate before starting work (Required)

Work Location: In person

www.randomorbitinc.com is the go-to platform for job seekers looking for the best job postings from around the web. With a focus on quality, the platform guarantees that all job postings are from reliable sources and are up-to-date. It also offers a variety of tools to help users find the perfect job for them, such as searching by location and filtering by industry. Furthermore, www.randomorbitinc.com provides helpful resources like resume tips and career advice to give job seekers an edge in their search. With its commitment to quality and user-friendliness, www.randomorbitinc.com is the ideal place to find your next job.