Phoenix House Executive Assistant / Project Coordinator in Brandon, Florida

The Executive Assistant is responsible for providing direct support to the SVP/ED and effectively managing all aspects of the regional office.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Board relations – Florida – arrange for meetings, communicate with Board on a regular basis, write and assemble materials for Board presentations, attend meetings, write Board minutes.

  • Coordinate and document activities of the Board of Directors in quarterly and special meetings: including scheduling meetings, scheduling committee meetings, development of agenda, securing meeting locations, sending out notices, tracking attendance, arrangement of communications, securing courtesies such as food and beverages, documenting minutes and preparing of board meeting packages.

  • Maintain current list of Board members and committees of the Board, communicating to all appropriate officials.

  • CARF Accreditation – Florida –working with the QCI Supervisor, oversee accreditation process (submit applications, lead CARF Committees, review and rewrite policies, ensure that facilities comply with standards, schedule, organize and oversee surveyors, respond to survey results with corrective action plans and ensure that programs enact changes and submit annual reports.

  • Licensure – Florida – assists with individual program licensure and manages entire process including policy review, corrective action reports and follow-up.

  • Requests for proposals – coordinate responses to requests for proposals. Ensure that consultant (contracted for specific RFP) has necessary information to write the proposal, supply supplemental material required for submission, help edit response, and assemble final package to meet issuer’s requirements.

  • Finance – Ensure that all contracts and leases are reviewed by the appropriate people and submitted to legal when necessary. Provide follow-up to facilitate enactment.

  • Research topics of interest to senior management. Provide summaries.

  • Ensure effective communication between all levels of management. Organize regional meetings, develop agendas, attendant materials, document meetings, contribute to the discussion and facilitate follow-up actions.

  • Interact appropriately with clients, Board members, state officials, staff and general public both telephonically and in person.

  • Perform other duties as assigned.

QUALIFICATIONS

  • Ability to communicate effectively in both written and verbal exchanges.

  • Skill in interpreting regulations

  • Ability to relate to all kinds of people

    EDUCATION:Bachelor’s degree or equivalent experience.

EXPERIENCE:

  • Five (5) years + of relevant experience required

  • Experience supporting high level executives within a company/organization preferred

  • Possess valid driver’s license and safe driving record

KNOWLEDGE/SKILLS/ABILITIES:

  • Well-developed computer skills with proficiencies in Microsoft Office: WORD, EXCEL, POWERPOINT (ACCESS preferred)

  • Design and produce presentations and reports using Microsoft Office, particularly PowerPoint, Word and Excel;

  • Excellent communication and interpersonal skills, both written and verbal

  • Strong attention to detail, analytical abilities, and organizational skills required

  • Excellent judgment and discretion

  • Manage high volume of telephone calls, evaluate and route all incoming calls, and placing calls on behalf of the executive

  • Review and process high volume of e-mail and written correspondence, handling and routing as appropriate

  • Handle busy calendar, set meetings/appointments as needed and oversee travel arrangements and directions

  • Manage expense reporting

  • Strong ability to troubleshoot issues

  • Self-motivated, flexible, with a willingness to learn new concepts

  • Demonstrated ability to effectively manage multiple priorities and projects; independent worker; self-starter

  • Highly adaptable to changing business conditions and priorities

Phoenix House is an Equal Opportunity Employer providing equality of opportunity to all who are protected against discrimination by law, regulation or executive order, including veterans and individuals with disabilities.

EEO is the Law:Applicants and employees are protected under Federal law from discrimination. Click http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf to learn more.

  • EOE Minorities / Females / Protected Veterans / Disabled