The Special Assistant to the Executive Office is responsible for assisting the President & Chief Executive Officer (CEO) and the Chief Operating Officer (COO) at SCO with special projects and initiatives managed directly or supported by the Executive Office, and as needed, the overall coordination of administrative needs, and the supervision of administrative assistant(s).
Core JobResponsibilities
1. Report directly to the CEO and the COO with Executive Office special projects, as assigned. This includes, but not limited to, creating project plans, attending internal and external meetings with or representing the CEO or COO, keeping the project plans and timelines on track, briefing the Executive Office on a regular basis with milestone accomplishments, creating final deliverables and reports as necessary, and recruiting internal and external participants for the special projects as necessary.
2. Collaborate with Executive Cabinet, Executive Council, Administrative Council and others as required to move forward assigned special projects and routine meetings.
3. Collaborate with COO, Chief Program Officer (CPO), Chief Financial Officer (CFO), and Chief Legal Counsel (CLC) as necessary and appropriate, to obtain data for the special projects and for evaluation/reporting as required.
4. Research and/or prepare information to provide analysis and develop reports and materials as required.
5. Work with COO and CLC to prepare and coordinate quarterly Board of Directors meetings and ad hoc discussions and events that includes CEO Report, meeting minutes, meeting agendas and supporting material for dissemination to members
6. Prepare memos, meeting minutes and various reports that may include charts, graphs, and other materials, related to the special projects.
7. Work with the CEO, COO and VP, Performance and Quality in matters related to the Council on Accreditation (COA) & Praesidium surveys, as needed.
8. In the absence of the Administrative Assistant, support the CEO and COO as needed. This includes, but is not limited to, timekeeping, managing calendars, coordinating schedules, sending meeting invitations, arranging conference calls and video conference meetings, answering telephones, managing expenses, receiving and screening communications, and reviewing documents for accuracy, format, and compliance with agency policies and procedures.
Skills, Knowledge & Abilities
1. Strong organizational and communication skills.
2. Strong initiative in troubleshooting and completing tasks.
3. Have a strong sensitivity to and appreciation for cultural differences and customs of SCO staff and the consumers and communities SCO serves.
4. Believe in the SCO mission and demonstrate compassion for the human condition and deep appreciation of and commitment to SCO’s mission, values, history, populations served and methods of service.
5. Be a team player who is comfortable establishing and maintaining constructive relationships across all levels of staff.
6. Possess deep personal and professional integrity.
7. Possess a strong belief in people’s ability to grow and change; forge a mutually respectful partnership with SCO consumers.
8. Strong knowledge of administrative practices and procedures.
9. Excellent organizational, written and verbal communication skills.
10. Ability to multi-task and work independently.
Qualifications - External
Required Qualifications & Experience
1. Bachelor’s degree required; related advanced degree preferred.
2. Proficiency with Microsoft Excel, Word, PowerPoint, and Outlook.
3. Familiarity with non-profit or educational organizations preferred.
All qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed (religion), color, sex, national origin, sexual orientation, military status, age, disability, predisposing genetic characteristic, marital status or domestic violence victim status, and shall also follow the requirements of the Human Rights Law with regard to non-discrimination on the basis of prior criminal conviction and prior arrest.