Executive Assistant

Helen Ross McNabb Center; Knoxville (TN); On-site; USD 60,614,000 - 61,992,000; Full time

Job summary

Helen Ross McNabb Center seeks an Executive Assistant to deliver high-level administrative support to the Executive Vice Presidents and senior leadership. You will manage calendar schedules, prepare materials, and coordinate travel for executives in a fast-paced environment.

The role involves data management, grant support, staff recruitment coordination, and event assistance, requiring discretion, confidentiality, and professional communication with internal and external partners.

Qualifications

• Proficient in MS Office Suite (Word, Excel, Outlook).
• Proficient in current computer technology.
• Proficient in business etiquette, including letter writing, reports, grammar, etc.
• Ability and eagerness to learn new skills.
• Ability to think outside the box and balance critical thinking with artistic skills.
• Minimum of two years of experience as an Administrative Assistant is preferred.

Responsibilities

• Provide professional support to the Executive Vice Presidents and other Senior Management staff.
• Manage monthly client data reporting, monthly management reports, VP productivity reporting, and budget analysis/projections.
• Support grant writing, collaboration with leadership on grant sections, and ensure timely submission.

Skills

MS Office

Administrative experience

Education

High School Diploma

Bachelor's Degree in Business Administration or related field

Job description

Executive Assistant

Help Others, Make a Difference, Save a Life.

Do you want to make a difference in people's lives every day?

Or help people navigate the tough spots in their life?

And do it all while working where your hard work is appreciated?

You have a lot of choices in where you work…make the decision to work where you are valued!

Join the McNabb Center Team as the Executive Assistant today!

JOB SUMMARY

• The Executive Assistant is responsible for providing professional support to the Executive Vice Presidents and other Senior Management staff.

Data Management:

• Monthly client data reporting.
• Monthly Management reports.
• VP productivity reporting.
• Budget analysis and projections.
• Clinical operations of The Center.

Grant Support:

• Grant writing.
• Collaborate/schedule with Center leadership to complete all areas of the grant including budget, staffing, etc.
• Ensure accuracy of all documentation including reviewing to fix errors in spelling, grammar, punctuation, and sentence structure.
• Grant submission completed by deadlines.
• Monitoring of grants and submission of any required documentation per funding guidelines.

Support for Center Staffing:

• Reviewing applications for qualified applicants.
• Scheduling interviews.
• Working with applicants to obtain required pre-hire forms and documentation.
• Completion of required professional and personal reference checks.

Event Support: Provide support for Center special events such as Spirit Award Dinner, Evening of Hope, Center Open Houses, and Staff Longevity Awards.

Program Knowledge: Maintains an understanding of McNabb Center's regional mental health, substance abuse, and social services programming. Must reflect the values of The Center, observe, and practice the mission of The Center.

Collaboration: Collaborate with Center leadership and staff.

• Provide a positive interface between operations and workforce.
• Provide positive interface with external partners and representatives.
• Manage tasks and public interface in a pleasant, helpful, and professional manner.
• Ability to manage projects autonomously.
• Ability to work in a team environment on various projects.
• Identify problems and barriers to effective operation and make recommendations accordingly.
• Creative design of facilities.

Calendar Management:

• Maintain schedule for Executive Vice President.
• Evaluate meeting requests and schedule based on strategic goals, urgency, and Center needs.
• Interfacing with internal leadership and external partners, etc. in a professional manner.
• Anticipate scheduling conflicts, resolve any double bookings independently, and adjust accordingly.
• Coordinate meeting spaces and reserve rooms/locations.
• Prepare meeting materials, agendas, notes, presentations, and technical setup.
• Debrief the Executive VP prior to meeting with meeting details, locations, etc.
• Assist with travel planning for Executive VP and leadership.

• Compilation of itineraries.
• Travel details/transportation, confirmation numbers, flights, etc.
• Meeting locations with accurate addresses.
• Assist with completion of travel expense documentation (approvals and reconciliations).

Confidentiality:

Must maintain strict discretion/confidentiality of sensitive information related to personnel, finances, and operational data.

JOB DUTIES/RESPONSIBILITIES

This job description is not intended to be all-inclusive; and employee will also perform other reasonably related job responsibilities as assigned by immediate supervisor and other management as required. This organization reserves the right to revise or change job duties as the need arises. Moreover, management reserves the right to change job descriptions, job duties, or working schedules based on their duty to accommodate individuals with disabilities. This job description does not constitute a written or implied contract of employment.

COMPENSATION:

• Starting salary for this position is approximately $21.56 /hr based on relevant experience and education.

QUALIFICATIONS - Executive Assistant

Experience/Knowledge:

• Proficient in MS Office Suite (Word, Excel, Outlook).
• Proficient in current computer technology.
• Proficient in business etiquette, including letter writing, reports, grammar, etc.
• Ability and eagerness to learn new skills.
• Ability to "think outside the box" and balance critical thinking with artistic skills.
• Minimum of two years of experience as an Administrative Assistant is preferred.

Education

• Minimum of a High School diploma is required.
• Bachelor's Degree in Business, Administration, Human Services, Behavioral Science, Education, or Mental Health, or a related field of study is highly preferred.

Physical/Emotional/Social -Skills/Abilities:

• Close eye work i.e. reading, computer use.
• Valid driver's license with reliable transportation.
• Lifting up to 25 lbs.
• Frequent sitting, standing, walking, bending, stooping, and reaching.
• Travel regionally to different Center locations and communities.

Location:

• Knox County, Tennessee

Helen Ross McNabb Center is an Equal Opportunity Employer. The Center provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment.

Helen Ross McNabb Center conducts background checks, driver's license record, degree verification, and drug screens at hire. Employment is contingent upon clean drug screen, background check, and driving record. Additionally, certain programs are subject to TB Screening and/or testing. Bilingual applicants are encouraged to apply.