Executive Assistant

We are seeking an Executive Assistant to join our Children & Family Services Program. As an Executive Assistant, you will Shine Hope as you support and provide comprehensive administrative and project support to BCFS leadership and designated staff, ensuring efficient day-to-day operations. Facilitate effective communication and engagement by developing and maintaining tools and resources, including online platforms, e-resources, logistics coordination, and document archiving. Join our team and shine hope in the lives of others! 

What you'll do:

• Provide comprehensive executive administrative support to BCFS leadership coordinating crossfunctional initiatives, managing executive calendars and communications, and ensuring seamless operational workflow across multiple leadership areas.
• Oversee BCFS Education Support program administration, facilitating program communications with participants, processing and coordinating reimbursement procedures, and maintaining program documentation to ensure efficient delivery of educational benefits.
• Proficiently negotiate and work with hotels and other vendors to facilitate arrangements for events as assigned. Secure vendor contracts for services and lodging. Oversee performance of vendors in accordance with the contracted terms for service. Manage accounting matters related to contracted vendors.
• Provide administrative support to BCFS leadership and designated staff: maintain filing system; may assist in budget preparation and ongoing monitoring of budgetary performance; transcribe meeting notes. • Independently manage tasks and projects; research, analyze data, produce monthly reports, and may assist with budget preparation and reporting as assigned and required.
• Analyze the needs of the BCFS leadership, develop and implement processes for efficient operations; responsible for continued alignment with budget goals; demonstrate operational competence and ability to work independently.
• Greet guests in a friendly and pleasant manner; offer and provide refreshments to guests as required. 
• Serve as liaison between BCFS leadership and other personnel.
• Effectively handle all types of communication, including internal and external constituents; provide support for correspondence. Meet with the Manager of Administration and designated executive(s) regularly to discuss and follow up on communication and activities. Keep the Manager of Administration informed of communication and activities handled in his/her absence.
• Effectively coordinate and provide logistical support for meetings as assigned by the Manager of Administration and designated staff. Attend meetings at various geographic locations to assist with location and event needs.
• Effectively maintain database information for designated executive(s) contacts by updating his/her electronic contact list accurately and timely.
• Effectively maintain and manage the calendar for the designated executive(s) and staff. Track appointments and other events. Respond to inquiries for meeting requests in a timely manner. 
• Accurately and timely complete documentation and communication to register designated executive(s) and staff for various meetings and conferences as directed.
• Provide efficient office assistance as needed for designated executive(s) and BCFS leadership. Manage day-to-day inquiries, mail, communication, and issues as directed.
• Provide effective telecommunications support, answering phones, taking messages, and routing messages and requests to the appropriate person, in a timely and accurate manner. Accurately identify high priority callers and take immediate action to inform supervisor. 
• Exercise discernment skills to identify, analyze, and determine effective management of all issues, concerns, and day-to-day communication in the office independently, one-on-one with supervisor and/or designated executive(s), and as a team. Make independent decisions in accordance with guidelines. Initiate professional assertiveness when necessary to handle matters.
• Accurately and timely prepare, audit, and process invoices for payment. Under the direction of the Manager of Administration, accurately complete expense reports and voucher requests for designated executive(s) and staff as required.
• Manage, audit, prepare, and monitor expense reports on a timely basis. Provide technical support and training for BCFS staff to ensure accurate expense reporting. 
• Effectively manage department procurement tasks to include equipment, office supplies, floral arrangements, books, subscriptions, publications, renewals, and printing jobs. Research and purchase equipment, materials, and supplies while maintaining the budget. Prepare invoices for payment. Use discretion and sound fiscal judgment while managing BCFS resources.
• Effectively develop and maintain relationships with staff and other agencies and entities.
• Accurately prepare and proofread memos, letters, spreadsheets, and other documents and correspondence as required. Complete, accurate, and timely documentation.
• Review and process mail, faxes, emails, and other correspondence accurately and in a timely manner.

 What you'll bring:

• High School Diploma (or G.E.D.) plus related work experience required; Bachelor's Degree in a related field preferred.
• Minimum 10 years of prior related experience supporting senior-level management required.
• Requires the ability to drive assigned vehicle(s) or personal vehicle, with appropriate state license, following all laws applicable; must provide proof of liability insurance and must be eligible to be insured under Buckner's insurance policy. Must be age 21 or older to drive on behalf of Buckner.
• Requires the ability to use up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force continuously to move objects and/or people.
• Requires the ability to walk, stand, and sit, sometimes for prolonged periods of time.

The above description reflects the details considered necessary to describe the essential functions of the job and should not be construed as a detailed description of all the work requirements that may be performed in the job.