Welcome page Returning Candidate? Log back in! Executive Assistant Req No 2024-20756 Job Locations US-GA-Atlanta Category AID Atlanta Type Regular Full-Time WHO WE ARE

Join the Team – Make A Difference! Work at AID Atlanta, an affiliate of AHF.

 

AID Atlanta, Inc. has been saving and transforming lives since its inception in 1982. The agency is the Southeast’s oldest, largest, and most comprehensive AIDS Service Organization.

Today, AID Atlanta offers a broad range of services and has grown to be the most comprehensive AIDS service organization in the Southeast.  AID Atlanta currently offers HIV/AIDS prevention and care services, including (but not limited to) Primary Care, HIV/STD Screening, PrEP, Community HIV Prevention Programs, Linkage Services, Case Management, and a state-wide Information Hotline.

The mission of AID Atlanta is to reduce new HIV infections and improve the quality of life of its clients by breaking barriers and building community.

AID Atlanta’s core values:

RespectCompassionServiceIntegrity

If you would like to be a part of fostering empowerment in someone’s life, AID Atlanta is the place for you.

YOUR CONTRIBUTION TO OUR SUCCESS!

 

JOB SUMMARY

The Executive Assistant/Operations Manager provides high level administrative support to the Chief Executive Officer/Executive Director and Senior leaders (as needed)

 

ESSENTIAL DUTIES & RESPONSIBILITIES

Schedule appointments and other commitments to maximize CEO’s time effectively and efficiently.Responsible for heavy calendar management, requiring interaction with both internal and external staff, executives, funders, donors, and consultants, to coordinate a variety of diverse meetings in a timely manner.Prioritize and manage multiple projects simultaneously and follow through on issues in a timely manner.Answer phones in a courteous and professional manner and direct all incoming calls to appropriate party promptly and efficiently. Maintain accurate records of contracts and subcontracts, grant contracts, vendor contracts, consultant and service agreements, MOUs, Letters of Agreement, etc. in an electronic master file.Notify respective directors/team members of expiring grant contracts, service agreements, etc. Responsible for updating certain consultant/service agreements (cleaning company, leases, vendors, etc.)Ensure that all business and regulatory licenses of the agency, healthcare center, business licenses (Midtown and Newnan), secretary of state filings, UEI and SAM recertification filings, CLIA waiver licenses, and other licenses are up to date on an annual basis. Maintain master tracking log of all licenses and renewal date deadlines.Prepare grant related reports as assigned or assist in the completion of such reports when needed/assigned.Track and reconcile CEO’s credit card purchases including coding to appropriate cost centers/accounts/projects.Assist in the gathering/collection of needed documents for grant site visits/monitoring activities. Coordinate with the respective staff members in this regard to ensure successful monitoring visits.Record, transcribe and file minutes for Board of Directors/Advisory Board meetings, and other meetings, as needed.Coordinate logistics, scheduling, food, etc. for All Staff, Senior staff, Leadership team, Board meetings and any other meetings, and provide minutes as needed.Prepare administrative reports and memorandums.Faxing, filing and photocopying.Greet and escort guests for meetings with CEO.Develop, track and maintain executive office administration budget and track office supply inventory and order supplies for the administrative offices, as needed.Electronically maintain, arrange, and update files, contracts, agreements, MOUs, etc. Facilitate the updating of these contracts/etc.Answer calls, take accurate messages and screen/direct telephone calls to appropriate staff person in a professional manner.Process and distribute incoming/outgoing mail and facsimiles to appropriate departments.Input data and maintain spreadsheet log for incoming checks that come through the mail to AID Atlanta. Provide check log information to finance department on a daily basis.Maintain the efficient operation of office equipment by performing minor service duties and arranging for routine maintenance, as needed (g. postage machine, annual inspection of fire extinguishers).Manage most aspects of day-to-day executive office functions (e., checking & distributing the mail, running mail through mail machine and ensuring mail gets out, opening the building, inventory and order copy paper for office).Coordinate with facilities supervisor to notify of any building related matters that need to be addressed. Ensure a neat, orderly and safe office environment.Actively participate in the agency’s Emergency Response Team and activities (evacuation plan, fire drills, etc.). Serves as a member of the ERT.Solicit and review written proposals and identify contractors and vendors (g., cleaning companies) needed for building or office related operations.Assess facilities needs and recommend effective strategies to facilities supervisor as appropriate.Maintain copies of all keys for AID Atlanta staff members at Midtown and Newnan location. Coordinate for keys to be made for staff when necessary.Other duties as assigned. 

EDUCATION & WORK EXPERIENCE

Minimum of a High School education.   Bachelor’s degree preferred. 2+ years of related experience in supporting directors or senior executives.Customer service-related experience preferred

COMPETENCIES

Reliable, punctual, availableComputer proficiency in Windows operating systems, Microsoft Office (Word, Excel, PowerPoint, Outlook, Adobe, etc.), email, InternetExcellent oral and written communication skills with the ability to effectively communicate with a variety of audiences (including one-to-one, public speaking engagements, group presentations, etc.) in positive and negative situations.Detail oriented with demonstrated accuracy, thoroughness, and monitoring of his/her own work to ensure quality. Active listener who gives full attention, understand points, asks appropriate questions, and provides helpful solutions.Good transcription skillsOutstanding interpersonal skills with the maturity, integrity, and experience to gain the trust and confidence of AID Atlanta’s donors, leadership, staff, colleagues, vendors, and partners.Superior time management, prioritization, and multi-tasking skills.  Specifically, the ability to work calmly and professionally under pressure, and manage competing deadlines, simultaneous projects and shifting priorities within budget and deadlines.Possess strong organizational skills and office management skills.Basic knowledge of harm reductionist principles and approach in providing services.Outstanding judgment with the ability to handle confidential information with discretion and diplomacy.Capable to work independently and with a team in a fast-paced environment with emphasis on accuracy and timeliness.Excellent customer service skills with the ability to maintain a professional yet approachable/ genuine demeanor.Adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events in a professional manner.Reliable transportation with the ability and availability to travel and work nights and weekends, sometimes with short notice.Able to bend, transport, lift, and carry presentation equipment and supplies (approximately 15 lbs.) AHF Commitment

We at AID Atlanta/AIDS Healthcare Foundation believe that each individual is entitled to equal employment opportunities without regard to race, color, creed, gender, sexual orientation, gender identity, marital status, national origin, age, veteran status or disability.  The right of equal employment opportunity extends to recruiting, hiring selection, transfer, promotion, training and all other conditions of employment.

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