Administrative Assistant

Position Summary:

Person in this position will support the Regional Vice President of WestCare Ohio. Essential Job Functions include those listed below.

Essential Job Functions:

•            Direct executive office communications: screen and track all calls, e-mail, and correspondence routed to/from the executive office; deliver/route messages and conduct follow-up as necessary.

•            Organize and maintain executive files.

•            Draft and write multiple types of executive correspondence.

•            Create basic statistical spreadsheets and reports.

•            Maintain calendars for the Regional Vice President.

•            Coordinate meeting and event scheduling with internal and external participants.

•            Ensure Regional Vice President is prepared for meetings, including scheduling and briefing materials.

•            Arrange travel and accommodations.

•            Track business expenses and file expense reports.

•            Serve as liaison with Board members, Foundation staff, and external entities including government agencies and all stakeholders.

•            Occasionally attend functions or official business on behalf of Regional Vice President.

•            Handle confidential information with discretion.

•            Prepare/approve correspondence and meeting minutes.

•            Maintain office supplies and materials.

•            Scribe and distribute facility meeting minutes.

•            Participate in administrative staff meetings and other seminars as requested.

•            Create and maintain automated employee data reports.

•            Perform research and prepare related reports.

•            Represent WestCare's mission, vision, and values in all activities.

•            Complete all required orientation and training courses in a timely manner.

•            Perform other duties as assigned.

Education:

•     High School Diploma or equivalent is required.

•     Bachelor's degree or equivalent

Experience and Competencies:

•            Four years previous experience preferred.

•            Ability to exercise judgment and discretion.

•            Ability to work well in a team environment.

•            Adherence to high standards of confidentiality and ethical conduct.

•            Basic math skills and ability to collect data and draw conclusions.

•            Strong verbal and written communication; ability to work under time constraints.

•            Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint).

•            Excellent interpersonal skills.

•            Organizational and detail-oriented abilities.

•            Analytical problem-solving and crisis response.

•            Ability to build positive relationships and work independently.

•            Knowledge of HIPAA, professional ethics, consumer rights, and confidentiality.

• Valid driver’s license and ability to obtain and maintain WestCare’s vehicle insurance is required;

Working Conditions:

• Work is primarily performed in an office or residential treatment setting; and
• Some outdoor activities may be required.