Executive Administrative Assistant Position Available In Shelby, Alabama

Executive Administrative Assistant 3.3 3.3 out of 5 stars 151 Hamilton Lane, Calera, AL 35040

Executive Administrative Assistant Position Summary:

We are seeking an organized, proactive, and highly professional Executive Administrative Assistant to support our Executive Director and Board of Directors. In this pivotal role, you will ensure smooth day-to-day operations, coordinate Board activities, manage vital records, support Human Resources functions, and handle a variety of administrative tasks with discretion and efficiency. The ideal candidate is resourceful, adaptable, and thrives in a dynamic environment. You excel at multitasking, anticipating needs, solving problems independently, and communicating effectively with internal and external stakeholders.

Minimum qualifications:

High School Diploma or equivalent; valid Alabama driver’s license; minimum of five (5) years progressively responsible administrative support experience. A broad knowledge of community mental health operations preferred.

Primary Responsibilities:

1. Executive Office Support Keep the Executive Director’s office highly organized and efficient each day. Maintain up-to-date, accessible files and documents. Manage contracts promptly and accurately, ensuring proper signatures, distribution, and filing and troubleshooting issues as they arise. Greet and assist visitors, representing the Executive Director’s office with professionalism and excellent public relations skills. Provide confidential typing, and general administrative support, ensuring accuracy and timeliness. Prepare agendas, minutes, and schedules for meetings, anticipating the Executive Director’s needs. 2. Board Coordination Distribute Board meeting notices and minutes promptly. Prepare and organize Board meeting materials in a clear, sequential manner. Maintain organized files for Board minutes and correspondence. Schedule all Board and Committee meetings, including the Annual Meeting, with attention to detail and foresight. 3. Facility Records Management Maintain organized files for each facility, covering certifications, site visits, maintenance, renovations, leases, and related records. Ensure files are updated proactively and easily accessible for compliance and reporting needs. Prepare and maintain report for performance of clinical reviews of client charts Receive and fulfill requests for documentation from the Department of Disability Services 4. Human Resources Support Assist with maintaining accurate and confidential personnel files. Manage Relias Learning data for new hires and employee updates. Coordinate staff events such as holiday luncheons and wellness activities. Assist with preparations for certification site visits, reviews, and audits. 5. Additional Administrative Support Maintain Consultation and Education files in compliance with standards. Organize Committee Meeting minutes. Monitor and maintain office supply levels for the Executive Director’s office. Create and maintain an after-hours on-call schedule for outpatient therapists. Complete additional duties and special projects as assigned, upholding confidentiality and accuracy. Key Qualities for

Success:

Exceptional Organizational Skills:

Manage multiple tasks, deadlines, and projects efficiently.

Strong Communication:

Clear and professional written and verbal communication with staff, Board members, partners, and visitors. Attention to

Detail:

Ensure accuracy and thoroughness in all tasks, documents, and communications.

Problem-Solving:

Anticipate challenges and resolve issues independently.

Time Management:

Prioritize tasks, manage schedules, and meet deadlines consistently.

Proactiveness & Resourcefulness:

Take initiative to anticipate and address needs without waiting to be asked.

Discretion & Confidentiality:

Handle sensitive information with the utmost trust and professionalism.

Interpersonal Skills:

Build positive relationships and foster a collaborative, supportive work environment.

Adaptability:

Remain flexible and responsive in a dynamic setting.

Technology Savvy:

Proficient with common office software, scheduling tools, and document management systems.

Why Join Us:

This is an opportunity to work closely with leadership and make a meaningful impact behind the scenes. You’ll play a vital role in ensuring our organization runs smoothly and efficiently, while developing valuable administrative, HR, and governance coordination experience in a supportive and mission-driven workplace.

Job Type:

Full-time Pay:

$15.00 – $19.00 per hour Expected hours: 40 per week

Benefits:

Dental insurance Health insurance Life insurance Paid time off Retirement plan Vision insurance

Schedule:

8 hour shift Day shift Monday to

Friday Education:

High school or equivalent (Required)

Work Location:

In person