Overview
Executive Assistant to the CEO Jobs in Reston, VA at Future Business Leaders of America, Inc.
Navajo Preference Employment Act : In accordance with Navajo Nation and federal law, TCRHCC has implemented an Affirmative Action Plan pursuant to the Navajo Preference in Employment Act. Pursuant to this Plan and corresponding TCRHCC Policy, applicants who meet the necessary qualifications for this position and (1) are enrolled members of the Navajo Nation, Hopi Tribe, or San Juan Southern Paiute Tribe will be given preference in hiring and employment for this position, (2) are legally married to enrolled members of the Navajo Nation, Hopi Tribe, or San Juan Southern Paiute Tribe and meet residency requirements will be given secondary preference, and (3) are enrolled members of other federally-recognized American Indian Tribes will be given tertiary preference. Overview:
POSITION SUMMARY
This position provides a professional administrative support for the Laboratory department. Responsibilities include assisting the Director of Laboratory Services with special and ongoing projects to ensure that goals and objectives are being met to achieve maximum efficient outcomes, answering routine and non-routine correspondence with internal contacts of the organization, assembling highly confidential and sensitive information and dealing with a diverse group of important external callers and visitors. Additionally, this position will provide high level secretarial support to include word processing, excel, power-point, filing, financial record keeping, coordination of meetings, meeting minutes and conferences, obtaining supplies, direct mailings, and all other assigned clerical responsibilities.
Qualifications:
NECESSARY QUALIFICATIONS
Education:
High school diploma or GED
Experience:
Must have two (2) years of experience as an Office Assistant, Administrative Assistant, Secretary, or Executive Assistant
Other Skills and Abilities:
A record of satisfactory performance in all prior and current employment as evidenced by positive employment references from previous and current employers. All employment references must address and indicate success in each one of the following areas:
Positive working relationships with others
Possession of high ethical standards and no history of complaints
Reliable and dependable; reports to work as scheduled without excessive absences
A high level of interpersonal skills to handle sensitive and confidential situations with maximum discretion; continually requires demonstrated poise, tact and diplomacy.
Must have excellent written and verbal communication skills and proofreading skills
Ability to work under extremely tight deadlines in a fast-paced environment
Excellent customer service skills and ability to work as a key team member with a diverse group of professional staff at all levels
Completion of and, above-satisfactory scores on all job interviews, demonstrating to the satisfaction of the interviewees and TCRHCC that the applicant can perform the essential functions of the job
Successful completion of and positive results from all background and reference checks, including positive employment references from authorized representatives of past and current employers demonstrating to the satisfaction of TCRHCC a record of satisfactory performance and that the applicant can perform the essential functions of the job
Successful completion of fingerprint clearance requirements, physical examinations, and other screenings indicating that the applicant is qualified to be employed by TCRHCC and demonstrating to the satisfaction of TCRHCC that the applicant can perform the essential functions of the job
Submission of all required employment-related documents, applications, resumes, references, and other required information free of false, misleading, or incomplete information, as determined by TCRHCC.
Technical Skills:
Must be proficient in Microsoft Office Programs (Word, Excel Spreadsheets, Power-point, Outlook).
MENTAL AND PHYSICAL EFFORT
The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
Physical:
Work is mostly sedentary requiring prolonged times of sitting and maintaining balance. The position occasionally demands standing, walking, twisting, reaching and bending. The work may require the ability to carry items such as books, papers, and related documents or files up to 50 pounds. The incumbent must have the prolonged ability for far vision, near vision, color vision, depth perception, seeing in fine details, hearing normal speech, hearing overhead pages over a loud speaker, and telephone use. This position requires the hand manipulation prolonged ability with simple/light grasping, firm/heavy grasping, fine manipulation, and use of keyboards. This position may require occasional ability to accept a flexible schedule to meet unit needs.
Mental:
Must be able to prioritize and use good judgment. Must be able to coordinate a variety of issues with intermittent interruptions. This position requires the mental and emotional prolonged ability to cope with high level of stress, make decisions under high pressure, concentrate, handle a high degree of flexibility, handle multiple priorities in stressful situations, work alone, demonstrate a high degree of patience. The incumbent will need to occasionally be able to cope with anger/fear/hostility of others in a calm way, manage altercations, and work in areas that are close and crowded.
Environmental:
This position may be occasionally exposed to infectious disease and hazardous or moving equipment. This position may occasionally need to be able to accept a flexible schedule to meet unit needs.
Responsibilities:
ESSENTIAL FUNCTIONS:
Provides administrative support to the Laboratory department.
Assists the Laboratory Department with ongoing projects and special project assignments often requiring independent judgment and ability to determine best course of action to meet goals and objectives.
Must be able to create and develops visual presentations that are professional and promotes excellence in communication, as needed.
May act as a liaison with other departments and outside agencies; handles confidential and non-routine information and explains policies when necessary.
Works independently and/or within a team on special nonrecurring and recurring projects at the request of the Assistant Director of Laboratory, the Director of Laboratory Services or designee. Understands (if need, clarifies) and conducts his/her role as a team member to complete projects or meet the objective of the office, department and organization.
Possesses the ability to be flexible and coachable in learning new processes, adjusting to change which includes taking direction from department director, Supervisor and Pathologist. Will uphold the missions and vision of TCRHCC and abide by its policies and procedures.
Possess the skills and knowledge of creating spread sheets to track financial, clinical and personnel data, etc. Assists in preparing executive level reports to presentation at lab meetings, Tribal, Community correspondences, outside business groups, etc.
Provides secretarial support using independent judgment to accomplish duties and meet customer needs in a timely manner:
Schedules and organizes complex activities such as meetings, taking minutes, travel, educational training, conferences and other activities.
Establishes, develops, maintains and updates filing system for the Laboratory. Retrieves information as needed.
Sorts and distributes mail. Opens mail for the Director, drafts responses or replies by phone or e-mail when necessary and responds to regularly occurring requests for information.
Works in cooperation with other departments, organizes and prioritizes large volumes of information and calls.
Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes, responsible for accuracy and clarity of final copy.
Provide clerical and administrative support for the Laboratory leadership team.
Organize timekeeping records for laboratory employees and makes corrections, as necessary.
Organizes and tracks the laboratory’s personnel documents and records for each section within the laboratory in accordance with departmental policies.
Collaborates with the Director of Laboratory Services in managing the laboratory fiscal budget.
Ensures that all annual contracts are renewed and established in collaboration with other departments.
Ensures that all procurement entries are tracked and logged for budgeting purposes. Ensures procurement processes are completed for all purchase orders and capital items.
Works collectively with other departments when order entries are needed.
Updates and tracks the employee contact information for the laboratory.
Schedules interviews in correspondence with the laboratory leads and director in a timely manner.
Assists with fiscal budgeting, by providing updated quotes, contract renewals, service renewals, and annual price agreements in correspondence with the director of laboratory services.
Coordinates the day-to-day activities relevant to effective recordkeeping for the laboratory.
Assists with project management and implementation.
Account management for travel and training expense reports.
Has the ability and knowledge to utilize electronic communication systems and its software components to handle and complete daily job functions.
Takes on other duties as assigned.
Ensure proper PPE is worn at all times while on duty including but not limited to, face mask, gloves, gown, isolation gown, NIOSH-approved N95 filtering facepiece respirator or higher, if available), and eye or face shield.
Complete all donning and doffing tasks in a safe acceptable method and discard of used PPE accordingly. (see CDC website for most current updates)
Complete task training for all routine cleaning and decontamination processes for all surfaces contaminated by a communicable disease to ensure a high level of patient, visitor, employee, and external customer satisfaction.
Title: Executive Assistant to the CEO
Company: Future Business Leaders of America, Inc.
Location: Reston, VA
