Description

Pine Tree Society is committed to helping people with and without disabilities lead richer, more socially connected lives. Our mission is to provide children and adults with disabilities the opportunities and the means to create better lives for themselves and their families. Come join a team dedicated to helping the community lead richer, more socially connected lives every day!

Our Executive Assistant provides administrative support to the President/CEO and Executive Team, with specific responsibilities in the following key areas of the organization, including but not limited to: Executive Functions, Operations, Marketing and Development, and Business Office.

This position requires the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

The Executive Assistant will work independently on projects, working under pressure at times to handle confidential and sensitive agency information with a high level of integrity, customer service, and professionalism. Independent judgement is required to plan, prioritize, and organize a diversified workload.

Essential Responsibilities: (other duties as assigned)

Administrative Support:

Provides office management of Scarborough location, maintaining the office's condition and arranging for cleaning, maintenance, and necessary repairs.
Organizes Board Meetings including connecting with all presenters for making copies, distributing hand-outs, and obtaining refreshments.
Supports CEO through a variety of means including drafting and/or proofreading written responses, emails and letters on behalf of, scheduling meetings, etc.
Communicates directly, and on behalf of the CEO with Board members.
Attends board meetings and records minutes for distribution to members.
Files board meeting minutes and other board-related documents.
Compiles and distributes materials/emails as requested by CEO.
Maintains discretion and confidentiality in all relationships with board members, donors, and staff members.
Manages and reconciles petty cash funds.
Tracks inventory and purchases office supplies.
Schedules, organizes and/or assists with complex activities such as Board meetings, travel, conferences, and department activities for all members of the Executive Team.
Answers phone and directs calls throughout the organization.
Checks voicemails for main line and Society info. email and distributes to appropriate team members on a daily basis.
Greets and directs visitors to appropriate staff members.
Coordinates conference room and other meeting space usage.

Essential Responsibilities by program/department:

Case Management

Inputs referrals for Adult Case Management into the SharePoint referral list.
Creates binders for new clients when a client is added to the case management database.
Sends completed case management assessments to the list of providers on the Maine SIS website.
Opens incoming mail and follows universal client list to scan and email to the appropriate Case Manager.
Enters basic data into EIS (Enterprise Information System) system.
Ensures annual required paperwork is in electronic and paper files.

Business Office:

Responsible for regularly recurring reports/receipts for reconciliation of petty cash and multiple credit cards.
Processes bank deposits for petty cash for Scarborough Location.
Provides reports to Business Services for mailing expenses.

Human Resources:

Supports collection of any necessary paperwork from employees.
Distributes and posts HR materials when requested.

Marketing and Development:

Responsible for the weekly printing and processing of donation acknowledgments to include signing, folding, stuffing of envelopes, adding postage, and mailing.
Organizes and maintains inventory of marketing and outreach materials in the Scarborough office.
Oversees signing in/signing out of marketing and outreach assets.
Processes mailing and communication to support the success of special events including cleaning mailing lists for consistency and accuracy, printing, and processing mailing (folding stuffing, stamping).

Qualifications; knowledge, skills and abilities:

Professional demeanor and exceptional interpersonal/customer service skills with the ability to communicate effectively with a variety of individuals.
Expert level use of Microsoft Office Suite including Outlook, Excel, and SharePoint with ability to learn and utilize other software programs.
High level of integrity and credibility.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks.
Meticulous attention to detail.
Professional communication skills including verbal and written.
Forward thinker who actively seeks opportunities and proposes solutions.
Flexibility and adaptability with a sense of calm professionalism especially in time sensitive situations.
Possess a valid driver's license with a clear driving record, have a reliable vehicle with at least the state minimum automobile insurance coverage and the ability and willingness to travel and to off-site locations.

Benefits: We offer a competitive salary and comprehensive benefit package including health, dental, life, short-term disability, and voluntary insurances as well as a generous paid time off (PTO) policy (15 days/year to start), 12 paid holidays (including one floating holiday for your birthday or other holiday you'd like to recognize!), a 403(b) retirement plan and a friendly and professional workplace atmosphere focused on impact. EOE

Requirements

Education/Experience:

Associates degree or higher is preferred.
Minimum of 3 years' administrative experience in multi-faceted positions.

Pine Tree Society, Inc.

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