Sycamore Services is seeking an Executive Assistant to provide administrative support to the Chief Executive Officer, and other Department Managers at Danville location. 

Duties/Responsibilities:

Office Administration 

• Facilitate day-to-day office operation 
• Monitor Executive Director’s and other administrative calendars. 
• Provide coverage for reception area and perform front-desk tasks as needed. 
• Coordinate and facilitate meetings with external sources for purposes of audits, surveys or other business functions. 
• Prepare and process purchase orders as needed. 
• Compile and format monthly and annual data for executive review. 
• Coordinate office systems to ensure efficiency throughout the agency. 
• Collect and distribute information to satellite offices as needed. 
• Produce annual report on service data and consumer experiences. 
• Assist Executive Director with special projects as assigned. 
• Monitor ongoing receipt and processing of waiver-funding documents 

Administrative Team Support 

• Perform tasks assigned by the Chief Executive Officer. 
• Prepare minutes and materials for Board Meetings, Association Meetings and Administrative team meetings. 
• Prepare reports or memorandums for external and internal distribution. 
• Coordinate and facilitate contracts and grants as requested. 
• Collect and report service data as requested by funding sources. 
• Support all Program Directors as needed in absence of other Admin support 
• Perform other duties as needed. 
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Information Management 

• Oversee secured areas in the Administrative area. 
• Develop and monitor electronic and paper filing systems to retain administrative information in an effective manner. 
• Provide support to the Administrative Team during review of policies and procedures, forms, or other materials used throughout the agency. 
• Compile program evaluation data and submit to state and federal offices as needed. 
• Provide support for electronic systems hardware and software as needed. 
• Respond to inquiries regarding staff, agency, programs or services by accessing appropriate resources. 
• Utilize Active Directory to assign new network users and monitor security to assure proper access. 

Administrative Team Liaison 

• Respond to staff inquiries by providing information or appropriate resources. 
• Provide back-up for other Administrative Support Staff as needed. 
• Perform other duties as needed. 
• Record and confirm incoming checks with bank deposits for cash maintenance reporting requirements. 
• Agency Functions 
• Act as full-time United Way Liaison, preparing/submitting all necessary reports by posted due dates. 
• Coordinate and facilitate fundraising activities. 

• Need a strong working knowledge of word processing, databases and spreadsheet software. Knowledge of Windows products preferred. 
• Excellent writing and communication skills. 
• Good interpersonal skills 
• Should possess excellent organization and facilitation skills 
• Need a good working knowledge of rehabilitation services and programs 
• Ability to be flexible, responsible and a team player. 
• Ability to handle front desk and reception responsibilities: multi-task oriented. 
• Basic understanding of bookkeeping and accounting principles.

Education and Experience:

• Bachelor's degree in related field and/or extensive experience as Administrative Assistant. 

Physical Requirements: 

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.