Executive Assistant

Heartland Center For Behavioral Change; Missouri; On-site; USD 38,000 - 60,000; Full time

Job summary

Heartland Center For Behavioral Change is seeking a detail‑oriented executive support professional to assist the executive team. You will manage records, enter and retrieve information, and prepare reports and correspondence with independent judgment.

Responsibilities include coordinating executive calendars, preparing meeting materials, supporting board activities, handling confidential information, and serving as a liaison with stakeholders.

Qualifications

• Strong oral and written communication skills.
• Effective interpersonal skills.
• Thorough knowledge of business math computations; and grammar, composition and spelling.
• Thorough knowledge of modern office practices, procedures, systems, and equipment.
• Working knowledge of computer information systems and software and skilled in keyboarding.
• Ability to take minutes accurately.
• Ability to plan, organize, assign, supervise, evaluate, instruct and train subordinate staff performing a variety of administrative functions.
• Ability to develop and implement complex procedures from general instructions.

Responsibilities

• Establishes and maintains current agency policy and procedure manual, contractual documents, and other corporate and legal documents.
• Receipts program payments, processing direct bank deposits, and notifying fiscal staff on accounts receivable as appropriate.
• Prepares agendas and takes minutes of meetings (board, committee, executive, leadership, strategic planning).
• Prepares materials for trainings, grant applications, bids, and marketing purposes.
• Performs independent functions requiring complex office knowledge and supports management on administrative issues.
• Coordinates timely preparation and processing of supply orders and related documents.
• Maintains and organizes administrative records for easy retrieval.
• Greets staff, consumers, and visitors and provides prompt assistance.

Skills

Oral and written communication

Interpersonal skills

Business math

Grammar and spelling

Office practices

Computer skills

Minutes taking

Education

High school diploma or GED

Vocational training in office management

Tools

Office software suite

Job description

Job Description

Job Description

JOB SUMMARY

In accordance with the agency’s mission, vision, values, and goals, this position provides essential support functions for the organization and high‑level administrative support to the executive team. Responsibilities include compiling, processing, and maintaining records; entering and retrieving information; typing communications and correspondence; and developing reports and spreadsheets. Independent judgment and action are required.

Additional duties include coordinating executive calendars, preparing meeting materials, supporting board‑related activities, managing confidential information, and serving as a liaison between the executive team and internal or external stakeholders. The position also assists with special projects, tracks deadlines and deliverables, organizes events or meetings, and ensures smooth daily operations for the executive office.

ESSENTIAL JOB DUTIES

1. Establishes and maintains current agency policy and procedure manual, contractual documents, and other corporate and legal documents.


2. Has responsibility for receipt program payments, making direct bank deposits, and notification of fiscal staff related to accounts receivable as appropriate.


3. Prepares agendas and takes minutes of meetings in a timely and accurate manner. Examples include but are not limited to board meetings, board committee meeting, executive meeting leadership meeting, strategic planning meetings, etc.


4. Prepares materials for trainings, contract and grant applications, bids, and marketing purposes as directed.


5. Performs independent functions requiring the application of complex, highly technical or specialized office knowledge; organizes and implements support service activities; confers with management regarding administrative issues.


6. Coordinates the accurate and timely preparation and processing of supply orders, purchase requisitions, and/or related documents. Reviews documents and/or records for accuracy, completeness, and compliance with requirements prior to submission for final processing.


7. Maintains and organizes administrative records and other data such that they are organized and easily retrievable.


8. Ensures that staff, consumers, and visitors are greeted, provided prompt assistance, information, or services.


9. Answers the phone promptly and insures that messages are received and distributed. Responds in a timely manner to public and consumer inquiries.


10. Coordinates the agency social media and other media activities consistent with the agency mission vision, values, and strategic objectives.


11. Is an active participant in agency fundraising, event planning, and donation receipts.


12. Types reports and correspondence, and mails letters.


13. Maintains a professional appearance and demeanor.


14. Maintains confidentiality of all records; complies with regulations pertaining to confidentiality of consumer protected health information.


15. Performs other related work as assigned.

EXAMPLES OF KNOWLEDGE, SKILLS AND ABILITIES:

• Strong oral and written communication skills that include reading, writing and speaking the English language.


• Effective interpersonal skills


• Thorough knowledge of business math computations; and grammar, composition and spelling.


• Thorough knowledge of modern office practices, procedures, systems, and equipment.


• Working knowledge of computer information systems and software and skilled in keyboarding.


• Ability to take minutes accurately.


• Ability to make and apply decisions in accordance with policies and procedures and standards established by regulatory agencies.


• Ability to prepare spreadsheets and reports.


• Ability to plan, organize, assign, supervise, evaluate, instruct and train subordinate staff performing a variety of administrative functions.


• Ability to develop and implement complex procedures from general instructions.


• Ability to maintain a high standard of ethical conduct; exhibit honesty, integrity and ethical behavior.


• Ability to proofread materials for accuracy and completeness


• Ability to quickly adapt to specific office practices with speed and accuracy


• Ability to maintain a high standard of ethical conduct; exhibit honesty, integrity and ethical behavior


• Ability to work harmoniously with employees, applicants, recipients, and the general public


• Ability to handle confidential information appropriately

EXPERIENCE AND EDUCATION:

• High school diploma or GED.


• Three (3) years of professional executive level office or related clerical experience.


• Training from a vocational or business school in office management, se