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Baptist Children's Homes of North Carolina, Inc. · 7 hours ago

Executive Assistant to VP of Business Operations

Thomasville, NC

Full-time

Onsite

Mid, Senior Level

5+ years exp

Baptist Children's Homes of North Carolina, Inc. is dedicated to providing high-quality Christian services to children, adults, and families. The Executive Assistant to the Vice President of Business Operations manages overall office functions, ensuring effective day-to-day operations and supporting the Vice President in various capacities.

Child CareFamilyHealth CareNon Profit

Responsibilities

Serves as primary point of administrative contact and liaison with a wide range of individuals and constituencies in a dynamic and diverse community while maintaining strict confidentiality of privileged information

Assesses and makes suggestions on policies, procedures, and systems to enhance productive and efficient office operations

Manages the calendar of the Vice President to ensure that identified priorities are addressed in a timely fashion and usage of time is optimized

Comprehensive communications support (both verbal and written): using thorough research and analysis, as requested; prepares non-routine letters and/or reports which may be highly sensitive and confidential in nature

Responsible for managing confidential correspondence to include: responding to routine correspondence, providing resource material and/or drafts, reading, prioritizing, and referring incoming and outgoing mail

Greets visitors, responds to questions, provides information or refers visitors and phone calls to appropriate individuals

Develops, implements, and coordinates a systematic approach to managing projects while establishing realistic timetables to keep projects on schedule

Monitors progress and completion of assignments to ensure deadlines are met, documents are properly prepared, and impacted staff members are advised

Files/scans documents and correspondences

Completes requisitions for payment for goods and services received

Answers phone and takes messages for Vice President and other staff as needed

Enhances public relations (i.e. warmly greeting and directing visitors at the Family Resource Center)

Updates information in Outlook calendar for the Vice President

Prepares letters, faxes and emails as needed

Represents Baptist Children's Homes of NC, Inc. in a professional, positive manner when working with internal staff or outside contacts

Respects the cultural and socioeconomic diversity of staff members and children in care and strives to create a positive relationship within BCH

Participates in the agency’s Performance Quality Improvement (PQI) program as needed

Performs other duties as assigned for the Vice President and the President/CEO

Types correspondences necessary to maintain estate files through to completion

Keeps records (physical and computer files) of all information pertaining to properties, investments, estates, retirement and maintenance

Keeps records of property deeds, titles and rental properties

Requisitions payment of property taxes

Prepares leases for signatures

Assists in insurance renewals, claims and payments

Receives estate beneficiary notices and follows up with obtaining information from clerks of court, attorneys and executors

Reviews wills, financial information and other documents in estate files

Qualification

Bachelor’s degreeMicrosoft OfficeProject managementParalegal certificationOffice managementCommunication skillsInterpersonal skillsAttention to detailConfidentialitySelf-motivated

Required

Bachelor's degree or paralegal certification desired, or an equivalent combination of education and experience of five years or more related to the duties of this position

Demonstrated high degree of professionalism, integrity, discretion, dependability and ability to work independently with minimal supervision

Exceptional written and verbal communication skills; strong command of grammar and English usage in professional business communications which includes accuracy in proofreading, composing correspondence, editing, and typing

Knowledge of office management principles and procedures

Exceptional skill in prioritizing workflow as well as managing resources and time

Acute attention to detail and accuracy in documents and in coordinating activities is required

Demonstrated ability to maintain strict confidentiality of privileged information and perform a wide range of duties that require tact, sensitivity, independent judgment, diplomacy, organizational skills, flexibility, and discretion

Excellent interpersonal skills and customer focus, with the ability to project a collaborative and professional demeanor with a wide range of constituencies in a diverse community

Exceptional project management skills, to include the ability to organize and lead multiple, simultaneous initiatives, and to proactively and strategically meet project needs until successful completion

Thorough knowledge of Microsoft Office and Outlook, database management, the Internet and other relevant software plus other operation of standard office equipment to effectively create documents, reports, and presentations

Ability to use good judgement and individual discretion in responding to inquiries from constituents

Self-motivated and committed to continuous improvement

Must meet the general requirements for employment with Baptist Children's Homes of N.C., Inc