Phoenix House California · 8 hours ago
Executive Administrative Coordinator
Sylmar, CA 91342, USA
Full-time
Onsite
Mid Level
3+ years expPhoenix House California is a non-profit organization dedicated to providing support for individuals struggling with substance abuse and mental health issues. The Executive Administrative Coordinator will provide high-level administrative support to the CEO and executive team, ensuring smooth operations and effective communication within the organization.
Addiction TreatmentHealth CareMental HealthOutpatient CareRehabilitation
Responsibilities
Completes a broad variety of administrative tasks for the executive team, including managing an active calendar of appointments; completing expense reports; composing and preparing confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and related tasks
Plans, coordinates, and ensures the CEO's schedule is followed and respected; provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office
Communicates directly, and on behalf of the CEO, with Board members, donors, Phoenix House Senior Leaders, staff, and others, on matters related to CEO's programmatic initiatives
Research prioritizes and follows up on incoming issues, and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response
Provides a bridge for smooth communication between the executive team and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior leadership staff
Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense of the issues taking place in the environment and keeping the CEO updated
Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for Senior Leadership, including those with organizational impact
Completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead Phoenix House
Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
Proficient in Microsoft Office Suite (Word, PowerPoint, Excel, Outlook), with extensive experience in creating professional documents and presentations to support business operations and communication
Participates as an adjunct member of the Executive Team, including scheduling and attending meetings; and following up on senior leadership assignments to ensure completion as planned
Arranges travel and meetings by developing itineraries and agendas, arranging transportation, lodging and meeting accommodations
Represents the CEO with the Board of Directors to answer questions, resolve issues, facilitate the Board’s work, and plan for meetings; develops and maintains effective and supportive working relationships with the Board members; make consistent decisions by advising them of historical precedents, or operational or fiscal constraints
Plans, coordinates, and attends Board meetings, including regular meetings, committee meetings, and strategic agency planning meetings; prepares and distributes agendas, minutes, and informational materials including financial statements budgets and strategic/operating plans
Acts as the historian for all meetings keeping the agenda on task, taking minutes, and following up on assigned action steps
Participates with the CEO and other senior leaders to provide training to Board members
Provides proactive assistance to other departments and senior leaders (i.e. acknowledgement of letters and events, grant proposals, expense management, etc.)
Provides administrative and informational support to the Board as needed
Maintains up-to-date contact information and personnel records, rosters, and or charts for committee members, the board of directors, ambassadors, and emeritus
Maintains an up-to-date board and committee related manuals and materials (board manual, etc.) and periodically oversees re-publication and distribution
Coordinates Agency Senior Leadership/Board annual events calendar
Attends all required staff training sessions in accordance with Phoenix House and state licensing requirements and completes all training on time
Attends and participates in program and all staff meetings
Adheres to and promotes the Phoenix House Mission, Vision, and Values while acting as a role model for others
Other duties as assigned
Qualification
Required
High School Diploma or Equivalent required
Bachelor's degree required
Three (3) to Five (5) years of experience supporting C-Level Executives, preferably in a non-profit organization preferred
Must maintain a valid credential (if required for your position) during your employment
Must obtain TB test clearance and update on a yearly basis
Demonstrated commitment and adherence to Phoenix House Mission, Vision, and Values: I CARE For– Integrity, Collaboration Appreciation, Respect, Excellence, and Forward-Thinking
Proficiency in Microsoft Office suite
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology
Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction
Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources
Establish and maintain effective working relationships with others
Strong attention to detail and highly organized
Communicate effectively with others both orally and in writing
Ability to work effectively in a fast-paced changing environment
Excellent time management and organizational skills
Ability to be flexible, problem solver, self-directed, customer service-oriented, and collaborative
Ability to actively engage with clients in a substance abuse and mental health treatment environment
Stress tolerance; working in rural and/or urban environments, participating in client treatment outcomes
Memory and learning; ability to maintain in a constantly changing environment
Emotional intelligence; includes crisis intervention
Ability to lift and move object as much as 25 pounds with or without assistance, can require extended periods of sitting, standing, walking, or being on your feet especially in the clinical and residential settings
May need to participate in outdoor or recreational activities with clients
Occasional repetitive tasks
Ability to conduct First Aid and CPR in the event of an emergency
Required to undergo regular health screenings such as but not limited to TB test, Covid testing, vaccinations, etc
Company
Phoenix House California
Phoenix House California provides substance abuse treatment, outpatient care, mental healthcare, and rehabilitation services.
201-500 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase