Job Summary

The Executive Assistant provides support to executive leadership, serving as the primary point of contact for internal and external parties on many matters. The Executive Assistant is responsible for completing administrative tasks, providing operations support, and implementing administrative systems, procedures and policies. The Executive Assistant is responsible for the administrative activities of a complex process or set of tasks including special projects requiring independence and frequent decision-making.

Essential Job Functions

• Provide administrative and clerical support for executive leadership, including managing an active calendar of appointments, arranging travel plans, itineraries and agendas.
• Work effectively with leaders to keep them well informed of upcoming commitments and responsibilities and follow up appropriately.
• Responsible for the preparation of sophisticated correspondence, reports, manuals, presentations and data including board relations and special projects as required by the position.  Projects may require administrative research.
• Maintain confidentiality and discretion in all relationships.
• Resolve complex problems in areas of responsibility through effective listening, analysis and interaction, and follow issues to resolution.
• Possess and maintain in-depth knowledge about the services and activities of the area of responsibility and use knowledge of overall functions across Hillside.
• Provide operational expertise, which may include greeting, schedule coordination, communication flow and interaction with many Hillside departments to support program operations, and use independent judgment to accomplish responsibilities.
• Respond to requests for information and answer questions, with the discernment to determine when issues need escalating and the appropriate method for issue resolution.
• Respond to multiple and complex concurrent needs, balance long-range planning with the ability to anticipate needs, evaluate daily operations and use independent judgment to achieve desired outcomes.
• Use office automation, email, computer-based applications and office equipment to efficiently meet job requirements, including data entry, maintenance of databases, and preparation of presentations and Board materials as required.
• Provide in-depth support to the Board of Governors and its Committees. 
• Interact with internal customers (staff members, children, families) and external contacts (vendors, regulators, visitors), and represent the agency with professionalism, tact and cultural competence.
• Maintain a detailed office operation manual for the position, order supplies and maintain confidential materials and files in an orderly and secure fashion.
• Manage cash-handling, recordkeeping, auditing, and more complex financial requirements in support of program/department budgets.
• While this job description covers many aspects of the role, employees may be required to perform other duties as assigned.

Education & Experience

• High school diploma or GED required.             
• Minimum 5 years of experience in in office management or administration required.

Special Requirements

• Unrestricted, valid NYS driver’s license with a clean driving record and minimum insurance coverage that meets agency standards.

Knowledge, Skills & Abilities

In addition to demonstrating the Hillside Professional Competencies of Communicates Effectively, Personal Excellence, Cultural Competence, Builds and Leverages Relationships, and Optimizes Decision Making, the following occupational competencies must be demonstrated:

• Familiarity with scheduling techniques and prioritization strategies.
• Ability to manage multiple tasks and projects efficiently.
• Ability to anticipate issues and devise effective solutions.
• Ability to handle multiple responsibilities simultaneously without compromising quality.
• Ability to handle sensitive information discreetly and ethically.
• Proficient with office productivity programs, applications, and software; willingness and ability to learn new applications.

Physical Demands & Work Environment

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.

• Must be able to work a variable schedule including evenings and weekends. 
• The following physical demands are required:
  • Continuous sitting (up to 6 hours)
  • Occasional standing (less than 30 minutes)
  • Occasional walking (up to 1 hour)
  • Occasional driving (less than 30 minutes)
  • Occasional balancing, bending/stooping, climbing, reaching forward or down, pulling/pushing (up to 2.5 hours)
  • Lifting up to 40lbs. on a bi-annual basis; lifting 5-10 lbs. daily
  • Carrying up to 40lbs on a bi-annual basis; carrying 10-20 lbs. daily
• Manual dexterity, including the frequent ability to grasp in both hands and continuous use of fine manipulation skills in both hands (approximately up to 8 hours) is required
• Ability to change positions as needed

Company