Essential Duties & Responsibilities:
- Provide direct administrative support to the Leadership Team, including scheduling meetings, managing calendars, and coordinating travel arrangements.
- Prepare, edit, and distribute reports, presentations, and internal communications on behalf of leadership.
- Organize and maintain confidential files, records, and documentation related to executive decisions and strategic initiatives.
- Serve as the primary point of contact between leadership and internal/external stakeholders, ensuring smooth communication and timely follow-ups.
- Assist in planning and executing organizational projects, tracking progress, and ensuring deadlines are met.
- Conduct research and compile data for leadership decision-making.
- Support strategic initiatives by preparing reports, presentations, and analysis as needed.
- Develop and improve administrative processes to enhance efficiency within the organization.
- Coordinate logistics for meetings, events, and training sessions, including preparing agendas, materials, and taking meeting minutes.
- Maintain and update organizational policies, procedures, and compliance documentation.
- Oversee office operations, ensuring all administrative tasks are handled effectively.
- Act as a liaison between leadership and various departments to facilitate smooth workflow and alignment with organizational goals.
- Support HR functions, including onboarding of new employees, maintaining personnel files, and assisting with internal communications.
- Work closely with finance and operations teams on budget tracking, procurement, and resource allocation.
- Assist with special projects and initiatives as assigned by the Leadership Team.
- Provide general administrative support as needed to ensure seamless daily operations.
Education & Experience:
- Associate’s or Bachelor’s degree in Business Administration, Management, or a related field preferred.
- Minimum of 3-5 years of experience in an administrative support role, preferably supporting senior leadership or executives.
- Experience in nonprofit organizations or mission-driven environments is a plus.
Knowledge & Skills:
- Administrative & Office Management: Strong understanding of office procedures, administrative best practices, and workflow optimization.
- Executive Support: Knowledge of scheduling, calendar management, meeting coordination, and correspondence handling for leadership teams.
- Project Coordination: Familiarity with project planning, task tracking, and ensuring deadlines are met.
- Document & Records Management: Understanding of document organization, filing systems, and data security/confidentiality best practices.
- Nonprofit Operations: Familiarity with nonprofit management, donor relations, grant tracking, and board governance.
- HR & Compliance Support: Basic knowledge of HR functions, onboarding processes, and compliance policies.
- Financial & Budgeting Basics: Understanding of budget tracking, expense reporting, and procurement processes.
- Communication & Stakeholder Relations: Knowledge of professional communication etiquette, both written and verbal, for internal and external interactions.
- Organizational & Time Management: Ability to prioritize tasks, manage multiple projects, and meet deadlines efficiently.
- Strong Communication: Excellent written and verbal communication skills for drafting emails, reports, and presentations.
- Attention to Detail: Accuracy in reviewing documents, data entry, and record-keeping.
- Discretion & Confidentiality: Ability to handle sensitive information with professionalism and integrity.
- Problem-Solving & Initiative: Proactive approach to identifying and resolving administrative challenges.
- Technical Proficiency: Google Workspace, and project management tools
- Interpersonal & Collaboration Skills: Ability to work well with leadership, staff, and external partners in a team-oriented environment.
- Adaptability & Flexibility: Ability to adjust to changing priorities, urgent requests, and evolving organizational needs.
- Event & Meeting Coordination: Skilled in planning, logistics, and preparation for executive meetings, team events, and leadership retreats.
- Data & Report Management: Ability to compile, analyze, and present information clearly and concisely.
Professional Requirements:
- Uphold all of SYMBA’s core values.
- Adhere to dress code standards; maintain a neat and clean appearance with appropriate personal hygiene and grooming.
- Ensure confidentiality at all times and comply with HIPAA regulations; never inappropriately access or discuss client information.
- Arrive at work on time and as scheduled; complete tasks within designated time frames.
- Wear identification while on campus.
- Attend all required training sessions and meetings.
- Accurately clock in and out for all shifts.
- Represent the organization positively and professionally within the community.
- Comply with all organizational policies related to ethical business practices.
Additional Requirements:
This position requires active participation in program development as a key component of our mission. Employees will collaborate with team members to design, implement, and evaluate programs that meet the needs of our clients and the community. This includes conducting research, gathering feedback, and contributing innovative ideas to enhance our offerings. A commitment to continuous improvement and a proactive approach to program enhancement are essential for success in this role.
Customer Service, Attitude, & Language Skills:
- Deliver compassionate, respectful, and culturally sensitive care to all clients.
- Foster a welcoming and supportive environment through a professional and friendly demeanor.
- Communicate clearly and respectfully to ensure client understanding.
- Ensure clients fully understand their treatment plans.
- Address client concerns with empathy and attentiveness.
- Adapt communication styles to accommodate diverse cultural and linguistic needs.
- Respect cultural differences during interactions with clients.
- Maintain a positive attitude, demonstrating patience and resilience in stressful situations.
- Collaborate effectively with clients and peers.
- Practice active listening to ensure clients feel heard and their needs addressed.
- Use bilingual or multilingual skills to assist non-English-speaking clients as needed.
- Safeguard client confidentiality and privacy with professionalism and integrity.
Confidential Information & HIPAA:
As a healthcare organization, Symba Center is bound by stringent confidentiality laws, including HIPAA. All employees are required to adhere to both HIPAA regulations and Symba Center’s specific HIPAA compliance policies.
Environment & Working Conditions:
This role is primarily based in an office setting but requires frequent travel to perform errands, visit other locations, and attend meetings and events within the community and across various cities. In the office, the employee will work in a standard professional environment with adequate lighting, seating, and ventilation, typically involving extended periods of sitting, standing, and computer use. Outside of the office, the employee may encounter diverse settings, including off-site locations, event venues, and partner organizations. The role demands flexibility, as the employee will regularly travel by car and occasionally work outside typical office hours to fulfill responsibilities at various locations.
Benefits:
- Medical, Dental, and Vision Insurance
- Life Insurance
- Paid Time Off (PTO)
- Leaves of Absence
- 12 Paid Holidays
