Executive Assistant at Casa Esperanza

Malden, Massachusetts, United States -

Full Time

Start Date

Immediate

Expiry Date

30 Jan, 26

Salary

55000.0

Posted On

01 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Interpersonal Communication, Organizational Skills, Confidentiality, Adaptability, Initiative, Self-Discipline, Customer Service, Attention to Detail, Event Planning, Data Entry, Bilingual, Microsoft Applications, Office Procedures, Time Management, Team Collaboration, Problem Solving

Industry

Mental Health Care

Description

About the role The role of the Executive Assistant is to provide support to the administrative offices and the Executive Team of Casa Esperanza, Inc. under the direction and supervision of the Chief of Staff in fast-paced, high-growth environment. The EA will be responsible for all logistical coordination of calendars and communication across many parties (including internal teams and external stakeholders) and perform a wide range of complex administrative and secretarial duties. This employee will have significant access or exposure to confidential information concerning labor relations matters or management's position on personnel matters. Duties performed require considerable confidentiality, initiative, tact, and mature and independent judgment. The EA plays a key role in supporting the work of the Executive Team and requires an advanced capacity for adaptability, flexibility, dependability, and accountability. A high degree of professional independence, initiative, self-discipline, organization, and trustworthiness are essential to this role. The successful candidate will have strong interpersonal communication skills, a sense of humor, and be able to act proactively and without much supervision, anticipating needs and following through. What you'll do Manages administrative offices; includes monitoring the front door, receiving visitors, answering and directing phone calls to appropriate parties for the Agency, Chief of Staff, and CEO, and taking and delivering detailed messages. Assists Chief of Staff in managing the CEO’s daily schedule, including scheduling meetings/appointments and travel needs. Manages electronic and paper filing, faxing, mail receipt and distribution, and scanning and copying for the Executive and Administrative Teams as needed. Ensures document/workflow between departments runs smoothly and efficiently. Assists the Chief of Staff in coordinating the schedules of the Executive Team when meeting with the CEO. Supports internal and external meetings, including notifying attendees, reserving virtual/in-person meeting space, handling logistics, distributing agendas, and taking minutes as needed. Assists in preparing meeting materials and takes minutes at all Board of Directors meetings, including committee meetings as needed. Coordinates travel, lodging, and per diem expenses for staff. Prepares memos, letters, and other documents, using word processing, spreadsheets, or presentation software. Collaborates with the Operations Team on event planning, including annual events such as Graduation, Staff Appreciation Day, and team retreats. Provides data entry support for special projects assigned. Receives and distributes mail, including inter-office mail and deliveries. Organizes off-site events or retreats as directed by the Executive Team, including determining and booking the best space, planning meals, and coordinating as needed. Completes monthly expense reports for the Chief of Staff and CEO. Additional responsibilities assigned by the Chief of Staff. Qualifications Bachelor’s degree or 3+ years’ experience in senior administrative roles. English/Spanish bilingual, preferred. Expertise with Microsoft applications, including word processing (Word), spreadsheets (Excel), presentations (PowerPoint), and virtual telephone/meeting (Zoom/Teams) applications. Internet proficiency required. Ability to work independently, as well as within a team. Ability to adapt to change in a growing and fast-paced environment. Ability to maintain confidentiality and handle exposure to sensitive information. Exceptional ability to prioritize multiple tasks and resources. Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology. Strong organizational skills and attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines. Excellent customer service skills, including written, verbal, and telephone communication. High level of interpersonal skills to handle sensitive and confidential situations and documentation. Self-starter with a strong work ethic. Ability to work with a diverse group of people. Knowledge of the addiction recovery process or willingness to acquire it within the first six months of employment. Willingness to become CPR/First Aid/Narcan Certified Physical Demands and Work Environment The employee must be able to physically: Remain in stationary position at a computer or other equipment listed below to accomplish work. Frequently move between desk and other offices, kitchen, conference room, file cabinets 1-5 times daily Look at a computer screen during solo work time (time varies) and meetings (up to 2 hours in duration) Frequently lift and maneuver up to 10 lbs of weight to dispose of trash, move confidential materials to shred bin, and set up office supplies and catering for in-person events Sort and open physical mail, including letters and packages of up to 15 lbs. Occasionally (1-2 times per week) sort and open office supplies, lifting them to their storage locations on shelves as needed The employee will work in an environment: Indoors, except for the yearly graduation event, which is 4-6 hours of outdoor activity on occasionally uneven terrain. With light to moderate noise from office equipment and other employees speaking. Open office space, where the desk is in the reception area, visible to employees walking to and from their offices and shared spaces. Said area is consistently illuminated by bright overhead lighting. Schedule: Position Type: Full-Time/Onsite Monday-Friday (9am - 5pm) Supervisory Responsibilities: None What we offer: Casa Esperanza Benefits Package: Compensation: $50,000-55,000 annual salary Holiday Pay (12 days per year + 1 floating holiday) Paid Time Off (PTO) - 18 days year one, 20.5 days at year 2, 23 days at year 5 Sick Pay - 10 paid days per year Long / Short Term Disability Paid by Company Life Insurance Health Insurance (Medical Dental, Vison) Health Reimbursement Arrangement (HRA) FSA/DCA (Flexible Spending Account & Dependent Care) ComPsych Guidance Resources - EAP Educational Opportunities Tuition Remission Employee Ticket at Work (Discounts for Entertainment, travel, movies; etc.) Career Advancement Opportunities Increased Salary for Credentials and more.... Physical & Mental Requirements While performing the duties of this job the employee is regularly required to walk, stoop, kneel, crouch or crawl and talk or hear. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include distance vision, peripheral vision, and depth perception. At Casa Esperanza, Inc., the health and safety of our people is our number one priority. That’s why all offers of employment are contingent on the candidate showing proof of being fully vaccinated against COVID-19 (currently one dose of the Johnson & Johnson vaccine or two doses of the Pfizer or Moderna vaccine and boosted, when eligible) to pass the pre-employment requirements. Individuals with medical issues or religious beliefs that prevent them from getting the vaccine may request an exemption from the vaccine requirement. Casa Esperanza’s EEO Statement Casa Esperanza, Inc. values its diverse workplace and encourages women, people of color, LGBTQIA+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, older members of society, and others from minority groups and diverse backgrounds to apply. We recruit, hire, employ, train, promote, and compensate individuals based on job-related qualifications and abilities. Casa Esperanza, Inc., also has a longstanding policy of providing a work environment that respects the dignity and worth of each individual and is free from all forms of employment discrimination, including harassment, because of race, color, sex, gender, age, religion or religious creed, national origin, ancestry, citizenship, marital status, sexual orientation, gender identity, gender expression, genetic information, physical or mental disability, military or veteran status, or any other characteristic protected by law. All employees, interns, volunteers, and contractors of Casa Esperanza, Inc. are responsible for maintaining a work culture free from discrimination and harassment by treating others with kindness and respect. Casa Esperanza, Inc. also provides reasonable accommodation to qualified individuals with disabilities or based on a sincerely held religious belief, in accordance with applicable laws. If you need to inquire about an accommodation or need assistance with completing the application process, please email hr@casaesperanza.org.

Responsibilities

The Executive Assistant manages administrative offices and supports the Executive Team by coordinating schedules, meetings, and travel needs. This role requires handling confidential information and ensuring smooth workflow between departments.