Executive Assistant

The Council on Recovery

Houston, TX, USA

Full time

Aug 10

This job is no longer accepting applications.

The Council on Recovery is seeking a driven Executive Assistant to join our team of passionate, dedicated, and skilled professionals. The ideal candidate will be reliable, experienced, forward-thinking, and able thrive in a fast-paced agency environment. The person will be self-motivated, yet team-oriented; and capable of managing a dynamic workload, yet focused enough to accomplish each task. 

 

The Executive Assistant will provide assistance and support to the Executive Leadership Team at The Council on Recovery. Trusted with management of meetings, schedules, travel arrangements, and other activities while ensuring the timely flow of information to and from the executive office, you will need to be highly seasoned. The Executive Assistant handles highly confidential information and data that may be critical in nature.


  


RESPONSIBILITIES

Administrative

· Acts as the administrative point of contact between the President & CEO and internal/external stakeholders

· Handles executives’ requests promptly and appropriately

· Processes mail, receives calls, takes messages, and routes correspondence for the President & CEO as requested

· Maintains confidentiality of sensitive information

· Manages executives’ appointments by planning and scheduling meetings, trainings, teleconferences, and conferences

· Arrange travel reservations

· Conserves executives’ time by reading, researching, and drafting various forms of correspondence

· Assists with preparation of presentation materials/reports

· Transcribes, formats, edits, copies, and transmits recordings, including meeting minutes, data and graphics

· Completes executives’ forms for requests and documentation both electronically and/or on hardcopy (e.g. expense reports, timecards, room reservations)

· Maintains and provides historical references by utilizing efficient filing and retrieval systems

· Support the work of Directors and Managers as requested by the executive team


Board Relations

· Coordinate Board activities, including general meetings, committee meetings and communications

· Take minutes at Board meetings and type for distribution

· Track all Board member paperwork, volunteer hours, and other contributions

· Ensure all Board demographic information is current in Constituent Database (Blackbaud/Raiser’s Edge)

· Ensure all Board members have notices for all Board and relevant organizational activities as directed


Development and Business

· Assist with submission of proposals, renewals and reports for grants and contracts

· Assist with events on and off campus

· Assist with processing of agency contracts

· Prepares Letters of Support and Agreement

· Conduct Internet searches

· Order supplies, including refreshments and meals for meetings/events

· Assemble and send outgoing mail/mailings

· Complete basic administrative tasks as needed (filing, typing, scanning documents, etc.).

· Maintain agency memberships in community organizations


Continuing Education

· Maintain agency licensure with various continuing education boards

· Complete related workshop applications and documentation for continuing education

· Create certificates for continuing education workshops

Requirements

  EDUCATION AND QUALIFICATIONS 

· Bachelor’s degree from an accredited university preferred

· Training in office management

· A passion for the mission of The Council on Recovery

· Experience working in a behavioral health organization preferred

· 3-5 years of executive support experience

· Excellent writing skills

· Professional demeanor and communication style

· High level of professionalism and confidentiality

· Ability to work independently with little or no supervision

· Proficient in developing documents in PowerPoint , Excel and Word

· Proficient in internet research

· Experience handling a wide range of administrative and executive support related tasks

· Ability to prioritize and manage multiple assignments simultaneously

· Ability to follow through on issues promptly and in a timely manner

· Very well organized, flexible, and enjoys the administrative challenges of supporting a busy organization;

· Comfortable working in a fast-paced environment, sometimes under pressure

· Proactive, resourceful and efficient

· Attentive to detail

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The Council on Recovery

Houston's leading non-profit provider of prevention, education, treatment, & recovery for alcoholism, drug addiction, & co-occurring mental health dis...

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