Howard Brown Health Sunnyside - Executive Assistant (17774)

Company: Howard Brown Health Sunnyside
Location: Elmhurst
Posted on: August 7, 2022

Job Description:

Description Why Howard Brown Health A mission-driven organization for purpose-driven people. Howard Brown exists to eliminate the disparities in healthcare experienced by lesbian, gay, bisexual and transgender people through research, education and the provision of services that promote health and wellness Community-based health clinics in some of Chicago's most underserved neighborhoods The largest LGBTQ health provider in the Midwest Latinx inclusive community based on respect, equal opportunity, and appreciation of diversity to provide the culturally competent support and services within Howard Brown Health. What is in it for you: A commitment to work-life balance with: 3-weeks paid vacation and 1-week of personal time 12 accrued sick days per year 9 paid holidays, including Juneteenth PTO Exchange allows employees to turn unused PTO into liquid assets Employer-sponsored health, dental, vision insurance with two PPO plans and an HMO plan. BCBS HMO, PPO and PPO Select Plans HMO premium = $27/month BCBS Dental premium = $7.50/month EyeMed Vision premium = $3.26/month 401k program with up to 5% employer match after 90 days = $1,700+ Employer-paid basic life insurance valued at one times the annual salary up to $100K Voluntary Life and AD&D, and Short-term and Long-term disability Up to $720 pre-tax commuter and parking benefit account Flexible Spending Accounts for healthcare and dependent care Tuition Reimbursement and Student Loan Forgiveness Programs; NHSC & PSLF Employee Assistance Program with 5 employer-paid counseling sessions 50% off at Brown Elephant Resale Shops and discounts at local businesses What you can expect: An Executive Assistant is responsible for providing high-level administrative support ensuring the smooth workflow and daily operations. This is a top level administrative support position, working with highly confidential information and matters. This person is responsible for a variety of administrative functions of a routine nature to complex special projects that require the ability to organize information related to applicable subject areas, policies, programs, and grant governance matters. This Executive Assistant has been delegated authority regarding matters of significance in order to provide support including administrative services, calendar management, financial requests and monitoring, and preparation of documents for meetings and projects. How you will make an impact: Administrative Services: Set up and maintain office systems, records and files (electronic and manual). Attend team meetings, department meetings, and other meetings as required/requested. Take accurate and concise minutes at team meetings, committee meetings, and staff meetings when requested. Proactively check in with Executives upon arrival and departure for the day to ensure any needs of the office and clinic are met. Oversee scheduling and coordination of department staff trainings, including organization of presenters, food, space, and announcements Assist with recruitment efforts, new hire orientations, and on-boarding. Supply ordering/tracking/routing (program materials, internal organizational materials, external purchases) Provide MS Office, copying, faxing, scanning and other core administrative support as needed. Draft letters, emails and prepare presentation documents and slides as needed. Other administrative support as requested. Financial Services: Oversee the monitoring of the department's credit card usage, check requests, conference requests, mileage, and other expenditures for the Executives and department staff as assigned. Accurately track expenses for Executives by managing travel expenses and receipts. Process and submit receipts accurately and on schedule. Calendar, Meeting, and Travel Management: Plan, organize and effectively support the management of the Executives' daily schedules as required. Prepare itineraries; organize travel, accommodations and related arrangements for Executives/department staff as required. Arrange tickets Hotel bookings Car rental for business trips And any other miscellaneous arrangements deemed necessary Arrange meetings, internal and external, including coordination of rooms and availability. Book adequate meeting rooms and ensure that refreshments are provided as appropriate. Other duties: Assist with office management overflow including orders, deliveries, and mail. Liaison with high-profile external stakeholders while maintaining strict confidentiality at all times. Provide back-up plans/holiday/vacation support to ensure the effective running of the Executive Administration and Clinic departments. Attend training courses or take part in additional aspects of HBH's work that are relevant to the work of the office of the Executives. General: Ensure the implementation of HBH's Code of Conduct, Health and Safety policies and Equal Opportunity policies in all areas of your work. Ensure that all activities which this role is responsible are carried out in accordance with HBH's policies to the highest ethical standards and in accordance with legal requirements, best practices and external guidelines, including maintaining confidentiality at all times and avoiding conflict of interest. Execute other duties as agreed to. Act as an ambassador for HBH as appropriate. Individual should demonstrate the following competencies: Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things. Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness. Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. What you will bring to Howard Brown Health: Minimum Qualifications: High School Diploma/GED (Required) Two to five years' experience providing support at an executive level (Preferred) Interest in working in a non-profit, social enterprise, community and/or volunteer organization Organizing personal workload, setting and successfully meeting priorities and deadlines. Developing and maintaining effective office systems and procedures Experience in a busy and demanding assistant role, organizing the work, schedule, and office of senior executives (Preferred) Demonstrated ability to communicate with others at the senior/executive level. Coordinating preparation for and outputs from board or senior level meetings. Ability to prioritize a large and varied amount of administrative duties and deliver to tight time windows. Superior organizational and planning skills. Excellent writing and presentation skills, including the ability to write accurate and engagingly for a range of audiences. Intermediate knowledge of Microsoft Office (Outlook, Word, Excel, PowerPoint, and OneNote) Excellent interpersonal, written and oral communications skills An understanding of and commitment to Diversity and Equality as it applies to the workplace. Coordinating preparation for and outputs from board or senior level meetings. The person in this role should demonstrate the following competencies: Teamwork Communication Flexibility - Willingness to work flexibly in response to changing executive and organizational requirements Decision-making and problem solving Innovative thinking Analytical skills Resource and project management Confidentiality ADA SPECIFICATIONS (Physical demands that must be met in order to successfully complete the essential functions of the job) Requires ability to speak audibly and listen actively. Requires ability to use computers, telephones and other office equipment. Requires ability to sit for extended periods of time. May require occasional bending and lifting up to 25 pounds. May require periodic travel. EQUAL OPPORTUNITY STATEMENT:Decisions and criteria governing the employment relationship with all employees at Howard Brown are made in a non-discriminatory manner, without regard to race, color, creed, religion, national origin, sex, marital status, pregnancy, disability, sexual orientation, gender identity, veteran status, age, FMLA status, or any other factor determined to be unlawful by federal, state or local statutes. The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties as necessary. In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

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