Executive Administrative Assistant - The Speech & Hearing Center

Department: Administration                                Date:  May 15,2018

Reports to:  President/CEO                                           


Summary:  The Executive Administrative Assistant, under the direction of the President is responsible for providing administrative support for the President and for the Board of Directors.  This position will also serve as back up support for the front office staff to ensure operations with the public and assist in staffing the reception area.  The Executive Administrative Assistant assists with all Board Meetings minutes and is a part of the Administrative Staff team.  This position requires work both independently and as part of the Administrative Team on projects and administration as assigned by the President. 

Essential Responsibilities and duties:

  1. Assist the President with assigned administrative duties (including data entry and scheduling management, being the lead point of communication for Industrial hearing testing. )
  2. Maintaining strict confidentiality in all matters.
  3. Assist President in processing paperwork and filing.
  4. Provide the President with materials and follow up services necessary to conduct business at Board and Committee meetings.
    1. Assist in making preparations and arrangements for
      1. Board and Board Committee meetings
      2. Board documents and snacks
    2. Take minutes at Board and Committee meetings as needed
    3. Follow up with communication with Board members
    4. Develop and update Board manual.
    5. File important drafts and communicates’ from Board actions.
    6. Assist in recruiting Board members and updating contact information.
  5. Serve as a member of the Administrative Staff. 
    1. Assist President in communicating necessary information to appropriate staff.
    2. Take minutes at meeting when required.
    3. Maintain calendar with goals deadlines and report on our progress.
  6. Assist President with Human Resource functions
    1. Works with Bookkeeper on necessary paperwork for a/p.
    2. Works with President with filing and documentation necessary for employees
    3. Assist President and Personnel Committee in updating and typing policies and procedures.
  7. Works with Scheduling Specialist and Billing Specialist in ensuring office equipment is functioning properly and provide training to operate such equipment as necessary to support staff. 
  8. Works with staff to ensure strict client confidentiality according with HIPAA regulations.
  9. Assist in retrieving and sorting mail and retrieving center email and Web Correspondence.
  10. Assist President with building concerns.
    1. Works with cleaning representative.
    2. Works with staff to communicate with Administrative Staff with building and equipment concerns.
  11. Assist in answering the telephone when scheduled to cover and communicate effectively messages and actions as necessary.  (Periodically to provide back-up for scheduling specialist)
  12. Assist President and Fundraising Committee
    1. Learn about the organization and its programs to be an effective representative and ambassador when interacting with stakeholders.
    2. Facilitate effective communication with potential funding sources.
    3. Serves as part of the Development team to provide support services.
    4. Assists in special projects:
      1.   Collating Grant materials
      2. Follow up letters and telephone calls to facilitate communication with President.
      3. Helps to coordinate volunteer activities
  13. Assume other appropriate responsibilities at the request of the President


Education and experience:

  1. High school diploma or equivalent required with some college experience preferred.
  2. Minimum two years experience in administrative type role.
  3. Excellent organizational skills (oral and written).
  4. Ability to complete detail-oriented tasks while engaged in multi-tasking activities.
  5. Ability to work independently and as part of a team
  6. Knowledge of Microsoft Office programs but not limited to:
    1. Word
    2. Outlook
    3. Excel
    4. Power Point
    5. Clouds
  7. Knowledge of other programs very helpful but may require training:
    1. Basic Data Base Management program
    2. Electronic health records program TIMS
    3. Web Site Design or hosting
  8. Be able to speak and write good basic English.

Special skills:

  1. Maintain positive attitude.
  2. Ability to communicate effectively.
  3. Knowledge of Board Policies and regulations in non profits.
  4. Ability to take and write minutes in dynamic meeting environment
  5. Ability to manage special projects as assigned by President.
  6. Ability to drive to attend off site business and fund development meetings.
  7. Maintain appropriate profession image, pleasant, engaging and compassionate attitude with clients, donors and professional people.


Certifications, Licenses, Registration, etc

Physical demands:

  1. Work consistently requires driving, walking, standing, sitting, move and lift a minimum of  30 pounds unassisted, reaching, bending, stooping, pushing, pulling, bending, stooping, and to step up steps
  2. Ability to work in an office environment that involves frequent interruption and noise levels with people and children talking.
  3. Ability to communicate effectively over the telephone.
  4. Must have all senses intact

Working conditions:

Work is performed in an office setting that is adequately lighted, heated, and ventilated. The work environment involves everyday risks or discomforts that require normal safety precautions.

To apply:

Submit a cover letter and resume to enewman@speechhearing.com

No phone calls, please.

The Speech & Hearing Center reserves the right to revise this job description at any time.  This job description is not a contract for employment. All employees are expected to adhere to all terms and conditions of the Organization’s Personnel Policies and Employee Handbook .