Executive Office Administrator

OPEN:  September 15, 2020                                                CLOSE:  September 30, 2020

JOB TITLE: EXECUTIVE ADMINISTRATOR

Salary: $50,000 and Benefits Package

Report To:   Founder/President of Roberta’s House, and the Executive Director

FLSA Status: Exempt
 

The Roberta’s House—A Family Grief Support Center is recruiting the best and brightest executive administrator, a direct report of the Roberta’s House (RH) president and executive director.  This position is an integral part of the organization’s management team.  The executive administrator manages the day to day office operations and monitors activities of direct reports, redirecting staff as needed to meet the needs of the leadership team.  He/she manages the administrative assistants and provide direct executive-level support for the president and executive director.  The RH operations require an ideal candidate to possess a high level of management abilities, project management, strategic thinking, financial management, and leadership skills that allows one to manage successfully across functions, programs, and organizations.

Supervisory Duties and Responsibilities

• Demonstrate a track record of strong supervisory and leadership skills

• Participate in interviews, hires, and training and mentoring of staff
• Oversee the daily workflow of assigned program areas
• Forecast budget projections for administrative staff needs, equipment, training, and development
• Provide constructive and timely performance evaluations of subordinates
• Handle delegated discipline and termination of employees following the RH policy
• Maintain attendance records, approve requests for leave, and completes payroll forms
• Oversee procurement of all office supplies and assist with procurement of RH event-sponsored supplies, as well as monitor and place program supply orders, as needed
• Receive, track, copy and distribute maintain files of all incoming and outgoing correspondence, as required
• Prepare recorded board meeting minutes, transcribe, and timely disseminate reports, meeting agenda, and related documents to the RH and board members
• Manage and maintain the RH executive’s Outlook calendar
• Interface with stakeholders and community partners
• Organize reports for submission to the president, executive director, and RH board of directors
• Liaison for the RH offices of the president and executive director
• Liaison to the RH Board of Directors

Required Skills and Abilities

• Ability to handle confidential information, with discretion, and utilize appropriate independent judgment
• Assist with oversight of the organization’s data management procedures and system
• Ability to gather and analyze data and facts that contributes to the overall success of projects and the day-to-day operations
• Draft and present strategic plans and recommendation for areas of responsibilities
• Conduct guided research, create statistical spreadsheets/reports, and prepare agendas for executives
• Possess a successful track record of producing detail-oriented work products
• Possess interpersonal and customer service skills
• Ability to multi-task and adapt quickly to shifting priorities, meet deadlines, and delegate when appropriate
• Possess knowledge of project management protocols
• Demonstrate ability to capture key elements and decisions points, supported by quality communication; strong verbal, written, and public speaking
• Serve as the relationship manager for vendors/repair technicians/ building management contractors
• Possess skills as a team player, able to manage stress and positively shape his/her environment
• Perform other tasks as assigned

QUALIFICATIONS

• Bachelor’s degree required in business or management preferred, and seven (7+) years of professional experience and (5 to 7+ years) supervisory experience
• MBA or Master’s degree in organizational development or human services with seven (7+) years of supervisory experience in a non-profit environment is highly desirable
• Professional-level knowledge and experience in with MS Office 365 (Word, Excel, Access, Publisher, PowerPoint), Microsoft teams, ZOOM, Webmail, Social Media platforms, and data management software
• Strong verbal and written communication skills (internal/external); recent writing sample required
• Working (intermediate) knowledge of grant applications and grant reporting requirements
• Working knowledge of various federal, state, and local annual registrations
• Possess working knowledge of bookkeeping or accounting experience 

PHYSICAL REQUIREMENTS

• Ability to work in a fast-paced office environment as well as work remotely, as needed
• Ability to work some evenings and weekends
• Use of private vehicle to reach all areas within the RH jurisdiction, proof of driver’s license, and vehicle hazard insurance
• Ability to safely lift 10 pounds
• Ability to undergo and complete the agency’s background investigation

Certifications desirable but not required for consideration are Organizational Management (OM) and the Professional Administrative Certification of Excellence (PACE).

Roberta’s House is an equal opportunity employer without regard to race, national origin, sex, age, disability, veteran status, sexual orientation, gender identity, orientation, or any other classification protected by law.

Roberta’s House Inc., a 501(c)3, community-based nonprofit, was established from the existing bereavement program created by the March Family’s Funeral Service. Its comprehensive bereavement support program was designed to heal the “hearts and minds” of children, adults, and families by tending to their emotional, physical and spiritual needs. The program is governed by a board of directors which provides linkages to a network of health providers, businesses and volunteers. Through peer and non-clinical support, education, empowerment, and community awareness, Roberta’s House offer free programs and services to school-age children, teens, and their families. The grief service focus on 1) those who have experienced the death of a loved one or someone special; 2) those who have family or friends that are survivors of homicide; 3) those living in high crime areas, and 4) those at risk of complicated grief reactions. The counseling programs are designed to restore children and their adult family members to a place of wholeness and provide support through the grieving process.