POSITION TITLE: Executive Administrative Assistant

WORKSITE LOCATION: Gulf Bend Regional Plaza, 6502 Nursery Drive, Suite 100, Victoria TX 77904

PAY RANGE: $16.33 - $17.96 EEOC CODE: Administrative Support FLSA STATUS: Non-Exempt

SHIFT: Fulltime; Monday thru Friday, 8:00am - 5:00pm, some on-call shifts evenings or weekends

EDUCATION AND EXPERIENCE REQUIRED:

Required: High school diploma or GED equivalent and at least five (5) years of experience in increasingly responsible positions requiring knowledge of office practices and administrative procedures.

Preferred: Experience working in a non-profit environment.

JOB PURPOSE:

The Executive Administrative Assistant provides administrative support and/or technical program work for the Executive Management Team and Board of Directors. This role is responsible for building and maintaining strong relationships both internally and externally. The Executive Administrative Assistant acts as an ambassador of the Executive Director and Gulf Bend Center as a whole. This role is responsible for keeping GBC's collective purpose in view while bringing projects, initiatives, and collaborative efforts from concept to execution. This role must successfully complete critical aspects of deliverable projects with a hands-on approach or collaboration through others internally or externally. This dynamic position requires the ability to be a resourceful generalist and project specialist working up, down, and across all levels of the organization.

ESSENTIAL FUNCTIONS and DUTIES:

1. Disseminates information and performs typing, filing, records maintenance, answering the telephone, and relaying messages.
2. Serves as contact with the public and GBC's community partners.
3. Takes minutes of all meetings.
4. Assists in preparation of notices and agendas. Ensures prior notices concerning meetings and their date and time are sent and posted in time required by law.
5. Coordinates assignments, programs, and other administrative matters within a program. Coordinates calendars, meetings, and other activities on behalf of an agency executive.
6. Assists with the planning and preparation of reports and collection of data.
7. Communicates with supervisors, peers, or subordinates and provides information to supervisors, co-workers, and subordinates by telephone, in written form, or in person.
8. Writes thank you correspondence.
9. Works with various vendors to schedule refreshments for meetings.
10. Assists with planning and executing center-wide events.
11. Serves on various committees within Gulf Bend Center.
12. Provides input to Executive Director regarding ongoing and future projects.
13. Prepares and sends letters of reappointment to ensure Board of Trustees appointments are up to date.
14. Prepares and maintains schedules for the Executive Director as requested.
15. Performs day-to-day administrative tasks such as maintaining information files and processing various paperwork.
16. Obtains, observes, and receives information from all relevant sources.
17. Develops constructive and cooperative working relationships with others both internally and externally and maintaining them over time.
18. Uses the trauma informed approach when providing services and working with others.
19. Understands the Three E's of trauma-informed care.
20. Understands the Four R's of trauma-informed care.
21. Understands the six key principles of trauma-informed care.

KNOWLEDGE, SKILLS, ABILITIES, and COMPETENCY:

General Competencies:

1. Must have advanced computer experience to include Microsoft Word, Excel (intermediate level), Adobe, Outlook, Zoom, and Teams. Ability to type 40 wpm.
2. Must have excellent time management and organizational skills to achieve multiple deadlines.
3. Must be fair-minded and people-oriented and possess good interpersonal skills.
4. Must be professional, adaptable, flexible, and exhibit strong communication skills (verbal, written, and phone etiquette).
5. Must possess active listening skills, giving full attention to what other people are saying, taking time to understand the points being made, and asking questions as appropriate.
6. Ability to read and comprehend written sentences and paragraphs in work related documents and emails.
7. Ability to speak to others to convey and or gain information effectively.
8. Actively participate and look for ways to help others.
9. Must possess effective verbal and written communication skills to communicate clearly and effectively to all audiences through email and phone.
10. Must have knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
11. Ability and knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
12. Knowledge of the structure and content of the English language, including definitions and spellings of words and rules of composition and grammar.
13. Must be exceptionally knowledgeable in administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.

Trauma-informed:

A trauma-informed approach to care "realizes the widespread impact of trauma and understands potential paths for recovery; recognizes the signs and symptoms of trauma in clients, families, staff, and others involved in the system; and responds by fully integrating knowledge about trauma into policies, procedures, and practices, and seeks to actively resist re-traumatization." The six key principles of a trauma-informed approach include: safety; trustworthiness and transparency; peer support; collaboration and mutuality; empowerment, voice and choice; and cultural, historical and gender issues (Substance Abuse and Mental Health Services Administration [2014]).

• The Three E's of Trauma: Events, Experiences, and Effects.
• The Four R's: Key Assumptions in a Trauma Informed Approach - Realization, Recognize, Respond, Resist Re-traumatization.

EQUIPMENT, TOOLS AND MATERIALS

1. Computer, telephone, projectors, calculator, fax machine, and copy machine are used in performance of essential job duties.
2. Various forms of paperwork are handled in performance of essential job duties.

PHYSICAL REQUIREMENTS and ENVIRONMENTAL CHECKLIST: Abilities required to perform the essential and marginal tasks of this job:  Walking, Operating office equipment, Standing, Operating motor vehicle, Light lifting (under 15 lbs),                   Sitting, Ability to see, Identify colors, Light carrying (under 15 lbs), Hearing (with aid), Ability to write, Ability to count, Ability to read, Simple grasping, Ability to tell time.

Work site and environmental conditions that apply to this job:  Travel by car 25% of time, Inside, Working closely with others, Working alone.

CRED/PRIV REQUIRED? No DRIVING REQUIRED: Yes

INTERPERSONAL RELATIONSHIPS:

1. Interacts with employees, contractors, customers, community, family members, referral sources, governmental sponsoring and funding entities, program auditors, advocacy groups, and the media.
2. 2. Work behavior must be compatible with Center value statement and Policies and Procedures contributing to an environment of problem solving, building trust, conflict resolution, and customer service.
3. 3. Ability to perform tasks effectively and efficiently.
4. Adheres to the professional, ethical and legal requirements set forth in the Center's business Code of Conduct as well as the Corporate Compliance Plan.
5. 5. Ability to plan and schedule work and implement directives without constant supervision.
6. 6. Ability to present a professional appearance and conduct when representing the Center.
7. 7. Ability to work cooperatively and productively with supervisor, individuals, co-workers, and groups of persons at all levels of activity, contributing to a strong spirit of teamwork.
8. 8. Ability to establish and maintain effective working relationships with staff, other agencies, and the general public using tact, courtesy and good judgment.

OTHER REQUIREMENTS OR CONDITIONS:

1. Current State of Texas Driver License or if you live in another state, must be currently licensed in that state. Liability insurance required.
2. Must be insurable by Center's liability carrier if employee operates a Center vehicle or drives personal car on Center business.
3. Good driving record as defined by Gulf Bend Center.
4. Must complete all training requirements prior to the due date. Attend required training and consortia meetings. Relias training and any other training required for the role is 100% compliant.
5. Must maintain regular attendance and reliability which is critical to business operations. This is a fulltime position. Days and hours of work are Monday through Friday, 8:00am to 5:00pm or agreed upon hours 100% of the time, to ensure consistency and completeness of program's processes. Evening and weekend work may be required as job duties demand.

AAP/EEO STATEMENT

Gulf Bend 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 identify or expression, or any other characteristic protected by federal, state, or local laws.

This policy applied to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.