About the Job
MISSION STATEMENT: The mission of St. Vincent de Paul CARES is to alleviate pain and suffering, in a spirit of charity, justice and mercy, through person-to-person involvement.
SUMMARY: The Executive Administrative Assistant/Quality Analyst will offer all administrative task handling to both the Chief Operating Officer (COO) and Chief Executive Officer (CEO). This individual will provide assistance with quality assurance reporting and writing of the Board minutes and will include executive support in a one-on-one working relationship serving as the primary point of contact for internal and external constituencies on matters pertaining to the District Office. This individual will also serve as a liaison to the Board and senior management teams, he/she will be in a highly visible role and utilized as the “right hand” of both the COO and CEO. Responsible for coordination of quality improvement activities and assist with achieving and maintaining compliance with standards required for accreditation.
ESSENTIAL DUTIES AND RESPONSIBILITIES: (These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required. Nothing in this job description restricts management’s rights to assign or reassign duties and responsibilities to this job at this time).
- Assist with Board minutes
- Communicate with Board members, staff, and others, on matters related to all programmatic initiatives
- Provide leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the COO and CEO some of which may have an organizational impact
- Maintains discretion and confidentiality in relationships with all matters pertaining to the District Office
- Assist COO and CEO with various administrative tasks
- Facilitate and staff Performance Quality Improvement meetings
- Develop, generate and compile reports
- Prepare documents, spreadsheets and database as necessary for reporting purposes
- Prepare internal and external statistical reports required by funders and/or staff
- Prepare and edit correspondence, reports and presentations
- Provide quality customer service, both internal and external
- Manage projects and conduct various research
- Organize and maintain files and records
- Assist in making travel preparations and arrangements
- Collect data on Critical Incidents throughout the agency.
- Review, analyze and produce report with recommendations
- Assists COO in reviewing policies and forms for presentation to the Governing Body and both the Management and Executive Teams
- Maintains corporate files
- Responsible for maintaining and ordering office supplies; approve supply orders submitted by other locations
- Back-up to receptionist for breaks and PTO
- Submit renewal applications for licenses, permits, corporation filings, fictitious name filings and corporate tax exemption renewals
- Assist with locating tenants for Tonetta townhomes: list the vacancy, respond to inquiries, screen applicants and confirm rental history and reference checks
- Prepare COO’s expense report monthly
- Code and prepare invoices for Finance Department
- Assist as needed with entering surveys into Survey Monkey, pulling reports, gathering data and entering results into proper spreadsheets for tracking
- Non Profit experince Required
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:(To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.)
- Able to speak, write and understand English
- Possess basic computer skills
- Must be sensitive to and respect cultural diversity amongst clients, staff and volunteers and able to work with diverse racial, ethnic and economic groups
- Flexible work schedule including evenings, nights, weekends and holidays
- Ability to set appropriate limits, work under deadlines and multi-task
- Ability to organize, prioritize, self-motivate, and deliver results
- Excellent communication and listening skills
- Possess strong work ethics
- Successfully pass Law Enforcement background screening
- Valid Florida driver’s license if driving an agency vehicle or a personal vehicle for company business
EDUCATION AND EXPERIENCE: (Pending on position and if prior to hire is approved by Chief Operating Officer a comparable amount of training, education or experience may be substituted for the minimum education qualifications)
- Bachelor’s degree, or equivalent work-related experience may substitute for education
- Strong work tenure: five to 10-years of experience supporting upper level management preferably in a non-profit organization
- Experience and interest in internal and external communications and partnership development
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat
