Executive Office Coordinator Staten Island, NY (http://maps.google.com/maps?q=26+Bay+Street+Staten+Island+NY+USA+10301) AdministrationJob TypeFull-timeDescriptionTitle: Executive Office CoordinatorDepartment: AdministrationReports To: Executive DirectorLocation: 26 Bay Street, Staten Island, NY 10301Position Status: Full TimeFLSA Status: ExemptPay Rate: The pay range for this role is generally$63,000 - $70,000 annuallycommensurate with relevant experience and qualifications and in alignment with internal equity. Additionally, we offer an excellent benefits package that includes generous paid time off (4 weeks of vacation plus paid holidays, personal, and sick time), medical, dental, vision, supplemental benefits including employer provided basic life insurance and employee assistance programs, tuition reimbursement and fitness reimbursement after 1 year of employment, a retirement plan that includes employer matching, and more!Community Health Action of Staten Island (CHASI)drives dramatic improvements in the health of New Yorkers by feeding people who are hungry, healing families broken apart by violence, and bridging the gaps between people and the compassionate health care they deserve. CHASI provides outreach, education, prevention, and direct support services for populations most affected by health disparities – people with low or no income, low-income people with chronic illnesses, people with criminal justice involvement, people who use drugs, domestic violence survivors, people of color, and the LGBTQ community.POSITION SUMMARY:The Executive Office Coordinator (EOC) supports CHASI’s Executive Director, the most senior leadership role at Community Health Action. The EOC is responsible for administrative coordination of the office of the Executive Director, including day-to-day tasks, scheduling, and ongoing projects for the Executive Director and the Executive Office. The EOC support projects for the Executive leadership team as well. The EOC also directly supervises the janitorial service department of the agency, ensuring that the areas where staff work, and clients are served are clean, well-stocked, organized, and free of hazards. Oversight of janitorial service includes management of cleaning vendors currently serving the agency. The EOC will work collaboratively with Senior Leadership staff and the Board of Directors, as well as donors and stakeholders of the organization to move projects steadily and effectively forward.DUTIES & RESPONSIBILITIES:
Assist the Executive Director with scheduling, planning, and daily organizational tasks
Screen incoming phone calls, letters, and other correspondence and respond independently when possible
Arrange programs, events, or conferences by arranging for facilities and caterer, issuing information or invitations, coordinating speakers, and controlling event budget
Direct preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings
Take and transcribe minutes, and compose and prepare confidential correspondence, reports, and other complex documents
Attend board meeting and sub-committee meetings as assigned (typically one monthly evening each month, scheduled in advance)
Prepare communications outlining and explaining new or updated administrative procedures and policies and monitor compliance as appropriate
Arrange detailed travel plans and itineraries, compile documents for travel-related meetings, and monitor and document expenses
Assist in the creation and implementation of systems that enhance the organization and productivity of the Executive Director and office
Work with Executive and Senior Leadership to manage the Incident Review Committee (IRC) meetings and outcomes.
Work with other members of the Executive Team on projects as assigned by the Executive Director
Collect and track records in support of the work of the CHASI Board of Directors
Assist with Development and fundraising bookkeeping for incoming donations
Organize and schedule meetings for the department
Greet and assist visitors, treating guests with urgency and attention
Review monthly expenses and reconcile orders with internal back up for Finance department
Participate in internal and external audits requiring executive records as needed
Provide direct supervisory support to the Janitorial Department staff.
Implement and maintain workflows to address the janitorial needs of all CHASI work areas.
Maintain oversight of our inventory, working in conjunction with the Facilities Manager to order supplies.
Monitor performance of cleaning vendor through regular coordination with program areas services are provided in.
Perform all functions in alignment with CHASI’s Mission, Vision, and Core Values
Other duties as assigned
RequirementsQUALIFICATIONS:
At least 4 years of experience in an executive assistant, office and facility management, or comparable role required. College degree or additional years of experience in supportive role preferred
At least 2 years of experience supervising staff
Must be able to work effectively both independently and with others; must be able to manage multiple and overlapping projects
Excellent writing and computer skills, including proficiency with cloud-based MS applications, competency with new and emerging software applications, and experience with traditional computer and secretarial basics (typing, mail merges, label creation, correspondence, internet research, etc.)
Digital fluency with Microsoft applications including Teams and SharePoint, ability to learn and help others with software programs, including internet navigation and Microsoft Office (Excel, Word, PowerPoint) proficiency required
Cultural competency and interest in health care equity, social justice, social media, and public health
Ability to keep sensitive information confidential and function with honesty and integrity
Must have excellent interpersonal skills and the ability to appropriately communicate with individuals at all professional levels; must be able to stay calm and communicate clearly in stressful situations
High attention to detail; strong reading comprehension and basic mathematical skills
Experience with project management preferred
CHASI is an equal opportunity employer and is committed to hiring and supporting a diverse staff. People of color, LGBTQ, women, and people with disabilities strongly encouraged to apply. All qualified applicants will be afforded equal employment opportunities without discrimination because of race, religion, color, national origin, sex, sexual orientation, gender identity, age, genetic information, disability or marital status.
