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Executive Assistant

Topeka, KS
Company: Family Service and Guidance Center 
Position Title:  Executive Assistant
Job Classification: Exempt; Full-Time        
Work Schedule: Monday through Friday 8:00 a.m. to 5:00 p.m.     
Reporting Structure: Chief Executive Officer
Department: Leadership 

Position Summary:     
The Executive Assistant provides administrative support primarily to the CEO with administrative needs and confidential support. The Executive Assistant may also provide administrative support for other senior level management staff. Serves as liaison between the CEO and Leadership Team, Board of Directors, donors, partners and other stakeholders. As a member of the Leadership Team, the Executive Assistant must deal with a diverse group of external contacts as well as internal contacts at all levels of the organization. The Executive Assistant is the administrative liaison to the board of directors and coordinates board communication. Independent judgment is required to plan, prioritize, and organize a diversified workload. Must have a commitment to the agency mission and must have a sense of humor.

Major Duties:
  • Provide administrative support to the CEO.
  • Establish and maintain filing system for the executive offices including contract management.
  • Manage calendars and set up meetings, including creating agendas, correspondence and minutes.
  • Organize and prioritize information, correspondence and calls including responding on behalf of the CEO when requested.
  • Act as liaison with other agencies and within FSGC.
  • Handle confidential and non-routine information and explain policies when necessary.
  • Create /develop visual presentations.
  • Schedule and organize activities such as meetings, luncheons and travel.
  • May help plan company events and employee meetings or special projects.
  • Work independently and within a team on special non-recurring projects. 
  • Coordinate board meetings.
  • Assemble information for Board of Director packets.
  • Maintain Board correspondence, minutes and other records.
  • Manage schedule of the Board and committees.
  • Take minutes at specified meetings.
  • Maintain the donor database and prepare reports as needed.
  • Other general support duties as needed by the CEO and executive staff.
  • Provide administrative support for the Family Service and Guidance Center Foundation including taking minutes, correspondence, recordkeeping, etc.
Position Qualifications:
  • High school diploma, college degree preferred.
  • Must successfully pass the KBI and other background investigations. 
  • 4+ years of experience supporting executives and managing external executive relationships.
  • Extreme attention to detail and organizational skills.
  • Requires an extensive knowledge of business and excellent communication skills.
  • Must have experience with office administrative procedures, and use MS Office Suite.
  • Experience with donor database software.
  • Must have excellent interpersonal skills to handle sensitive and confidential situations, ability to work with all levels of employees and outside contacts.
  • Position continually requires demonstrated poise, tact and diplomacy.
  • Some analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.
  • Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines.
  • Experience in a healthcare setting preferred but not required.
  • Ability to multitask and drive forward multiple priorities is required.
  • Effective communication skills (verbal and written)
  • Customer focused (internal and external)
  • Excellent listening skills
  • Accountability
  • Reliability
  • Trust/Integrity
  • Adaptability/Flexibility
  • Time Management
  • Organizational Skills
  • Proficiency in MS Office Suite with ability to learn other software programs as necessary
  • Relationship building
  • Problem Solving
  • Attention to detail and accuracy in work
  • Being collaborative
Physical Demands: 
  • Ability to stand, walk, manually manipulate, reach outward, reach above shoulder, squat and kneel occasionally. 
  • Ability to sit and bend down frequently. 
  • Ability to lift/carry 10-20 pounds frequently; ability to lift/carry 20-100 pounds occasionally. 
  • Ability to push/pull 12 pounds or less frequently; ability to push/pull 26-40 pounds occasionally. 
Work Environment: 
Office and community-based working environment, requires flexible schedule. Frequent interruptions can occur. Minimal risk of exposure to aggressive and/or acting out (verbal and physical) children and youth. This position may involve long periods of sitting or standing, using telephone and computer. Stooping or bending to access files or supplies is a requirement. Most interactions are with other agency staff, Board members, collaborative agencies or businesses in the community.
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