Executive Assistant

Where Better Begins.

The ADAMH Board of Franklin County provides a pathway to recovery for Franklin County residents needing resources for addiction and mental health. We need you to join our team and help support the work that brings Help, Healing, Health and Hope to our community!

ADAMH is seeking an Executive Assistant. In this role, you will provide executive-level administrative support for assigned executives and team.

What we offer:

• Robust health benefits for all full-time employees, including comprehensive behavioral health support and coverage.
• Life insurance coverage for all full-time employees.
• Guaranteed 11 paid holidays every year.
• A 19% employer contribution to your OPERS pension plan.
• Generous wellness benefits and incentives for employees/spouses enrolled in healthcare plans.
• See more information on our competitive benefits programs at: https://bewell.franklincountyohio.gov/

What you’ll do:

• Manages an active calendar of appointments; serves in the "gatekeeper" and "gateway" role, creating win-win situations for those requesting access to the executive's office.
• Solicits and reviews team meeting requests, prioritizes appointments, and coordinates scheduling with internal and external parties.
• Provides a bridge for smooth communication between the executive’s office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management; contributes to the effectiveness of cross–functional team activities.
• Composes and prepares correspondence, internal and external memos and emails; researches, prioritizes and follows up on incoming issues and concerns addressed to assigned office, including those of a sensitive or confidential nature.
• Develops presentations for assigned executive and team.
• Balances conflicting priorities in order to manage workflows; ensures the completion of essential projects and meet critical deadlines.
• Tracks expenditures and ensures the areas remains within approved team budget allocations; completes expense reports; processes contract and purchase order workflows.
• Sets up and processes purchase orders and vendor invoices.
• Orders office supplies, obtains proper approvals and submits order request for purchase; follows up to ensure supplies are received.
• Arranges complex and detailed travel plans, itineraries, and agendas; compiles documents for travel-related meetings.
• Reserves meeting rooms; plans, schedules, and coordinates registration and physical layout of meeting sites.
• Records and produces concise meeting minutes; provides meeting prep support (e.g. editing and printing talking points, meeting materials).
• Types, formats, proofs, edits and organizes various paper and electronic files.
• Collects, sorts and distributes incoming mail and inter-office correspondence; ensures that mail reaches its destination quickly.
• Creates, compiles and maintains up-to-date databases as needed.
• Serves as a team records manager; creates, organizes and maintains an alpha filing system for a variety of correspondence and reports for easy access and retrieval; provides support on board records projects.
• Provides technical assistance to staff on software applications; remains up to date on existing software and knowledgeable of changes in software applications.
• Answers all incoming phone calls swiftly; provides and records accurate information and transfers information in a timely manner; greets and directs visitors, vendors and others as they enter the building, in a friendly and professional manner.         
• Serves as the backup to office management and support services team.
• Other duties as assigned.

What we're looking for:

Education: Associate’s degree with emphasis in secretarial science or office technology, and/or equivalent.

Experience: Four (4) years’ work experience in executive-level support or related experience.

Skills                  Expert-level Excel, Word, PowerPoint, Outlook and SharePoint skills.

                           Strong organization, planning, time management, and prioritization skills.

                           Able to work effectively with diverse populations.

                           Able to represent the board in a professional manner.

                           Able to operate effectively as a team member to achieve overall objectives.

                           Able to prioritize and handle multiple tasks while meeting deadlines.

                           Strong business acumen and communication skills.

                           Good problem-solving and negotiation skills

                           Able to anticipate and take initiative.

                           Able to work effectively in a team environment and with a wide variety of culturally diverse clients, staff, and public.