ACR Health is a not-for-profit, community-based organization providing a range of support services to individuals with chronic diseases, including HIV/AIDS, diabetes, heart disease, obesity, asthma, substance use disorders, and serious mental illnesses, and targeted prevention and sexual health services to individuals, from youth through adulthood with the goal of positive health outcomes. We are currently hiring for Executive Assistant.

In order to be considered:

In order to be considered: Submit a cover letter and resume to Recruitment@ACRHealth.org

Effective candidates should demonstrate certain skills and qualifications.

  • Incorporate best practices regarding confidentiality into all job duties and communications in accordance with Article 27-F and HIPAA, ACR Health policies and procedures and other applicable regulations.  Protect agency data in accordance with confidentiality procedures and protocols.  Observe and abide by the HIV Confidentiality Law and HIPAA
  • Reporting directly to the Executive Director (ED) the Executive Assistant will attend all appropriate meetings as assigned by the ED. Schedule and organize the Executive meetings, special events, and otherwise, as requested by the Executive Director.
  • Maintain confidentiality of clients, volunteers, staff, and other appropriate components of the agency.
  • Prioritize and channel mail, email, visitors, and phone calls, coordinate calendar, make appointments, arrange meeting dates, confirm/change as necessary, compose and respond to routine information inquiries for the Executive Director and leadership team.
  • Participate in assigned staff, management, and finance meetings; record and distribute minutes as appropriate when assigned by Executive Leadership
  • Collaborate with Director of Human Resources/DEI for evaluation, development and implementation of evidence-based practices, diversity, equity, and inclusion (DEI), Center for Professional Development, and change management.
  • Participate in the ACR Health Strategic Planning activities as a member of the Management Team. Attend and present at Management Team Meetings and Staff Meetings.
  • Develop and utilize historical information; provide retrieval of information. Record meeting discussions and provide minutes.
  • Data analysis; Proficient in Access, MS Word, Excel, Outlook. Perform filtering and sorting of data, V-lookup, and other functions.
  • Meet with special interest groups or individuals on behalf of executives.
  • Prepare executive responses to routine memos, letters, or correspondence.
  • Prepare checks for signature and review.
  • Maintain agency current status with yearly SEFA recertification, CFC, and Vendor Responsibility Questionnaire submissions
  • Is a direct link to all board members. Schedules all board meetings, board finance/audit committee meetings, and board executive committee meetings.  Provides preparation support to the Executive Director prior to Board meetings.  Also keeps Board By-Laws, board meeting minutes, and board meeting calendar.  Arranges for board members to sign yearly Conflict of Interest and Confidentiality declarations.
  • Handles Notary Public requests from staff and clients.
  • Is the main contact with the regional United Ways and coordinate Speaker’s Bureau opportunities.
  • Answers all calls for the Executive Director.
  • Provide direct support for the preparation of Continuing Funding Applications (CFAs) Request for Funding Applications (RFAs) and other various grant applications. Maintains pre-qualification status on the Grants Gateway.  Works with government online applications to maintain agency status and submit grant proposals.  e. Grants Gateway, Vendor Responsibility Questionnaire, CAMS, FP Portal, and USPS IMSB Tool
  • Prepare travel accommodations and conference arrangements for the Executive Director including voucher preparation/instructions/directions.
  • Participate in assigned staff, management, and finance meetings; record and distribute minutes as appropriate, etc.
  • Provide full range of administrative support to the Senior Leadership Team to including typing, proofreading, documents, reports, presentations, new hire information, and statistical data.
  • Maintain confidentiality of clients, volunteers, staff and other appropriate components of the agency
  • Adhere to the mission, vision, and values of ACR Health as well as employee handbook policies
  • Provide backup coverage for daily outgoing mail when designated Office Manager is out of the office.
  • Prioritize and channel mail, email, visitors, and phone calls, coordinate calendar, make appointments, arrange meeting dates, confirm/change as necessary, compose and respond to routine information inquiries for the Executive Director.
  • Perform other duties as directed by the supervisor and Executive leadership team

Requirements:

  • High School Diploma Required or GED with 5 years’ experience in a related role or
  • Associates Degree in Business Administration or equivalent required with 4 years’ experience in related field or
  • Bachelor’s degree in Business Administration or equivalent a plus 3 years’ experience in related role desired
  • Excellent communication, organizational skills and team building skills.
  • Assist and support the Executive Director in services, programs
  • Data analysis; Proficient in Access, MS Word, Excel, Outlook. Perform filtering and sorting of data, Virtual Software like zoom, Microsoft team and other functions
  • and facilities, implementation, management, and planning.
  • To provide staff supervision and development and to ensure highly productive day-to-day management of agency, performance, goal attainment, and evaluation.
  • Ability to work with diverse constituencies.
  • Sensitivity to AIDS, chronic illness, LGTBQ issues and a strong commitment to the mission, vision, and values of ACR health are essential.

Benefits:

  • Career development through ongoing trainings, individual development plans and goals.
  • Competitive salary
  • Generous paid time off policy including four+ weeks’ vacation and 11 paid holidays.
  • Excellent Medical, Dental and Vision benefits
  • 403(b) retirement plan

Please, no phone calls. Only applicants selected for interviews will be called.

ACR Health is an Equal Opportunity Employer. We value a diverse workforce and inclusive workplace. We consider all applicants without regard to race, color, religion, creed, gender, gender identity, gender expression, national origin, age, disability, socio-economic status, marital or veteran status, pregnancy status or sexual orientation or any other protected category.

Job Type: Full-time