EXECUTIVE ADMINISTRATIVE ASSISTANT

Unclassified - Amarillo, TX

Full-time - Entry Level

Amarillo, TX

About the position

The Executive Administrative Assistant at Jan Werner Adult Day Care is a pivotal role that encompasses a variety of managerial, secretarial, contractual, and record-keeping functions. This position is designed to support the Executive Director, Board of Directors, Board Committees, Medical Director, and Quality Improvement Committee in their respective duties. The Executive Administrative Assistant will be responsible for maintaining accurate books, records, and reports for the AMCA/JWADCC, ensuring that all documentation complies with City, State, and Federal Programs. In this role, the Executive Administrative Assistant will engage in various tasks such as typing letters, memoranda, and messages, which may involve transcribing dictation, working from rough drafts, or following brief verbal instructions. The assistant will also set up and maintain a reference file containing necessary information for the Director, prepare and distribute agendas for Board meetings, and attend both regular and special meetings to record minutes. This includes writing and typing minutes from meetings and ensuring their distribution to relevant parties. Additionally, the Executive Administrative Assistant will conduct research to gather information needed by the Executive Director and Board, relay messages, and provide backup for phone systems by determining the nature of calls and providing necessary information or referrals. The role also involves scheduling appointments and meetings for the Director, maintaining a current calendar of regular meetings, and performing all other duties as required. The assistant will participate as a member of the Quality Improvement Committee and will oversee human resource services, including general orientation and training for new employees, background checks, license verification, and maintenance of employee records.

Responsibilities

• Assist the Executive Director, Board of Directors, Board Committees, Medical Director, and QI Committee as directed.
• Maintain books, records, and reports for the AMCA/JWADCC as directed by the Executive Director.
• Type letters, memoranda, messages, etc., by transcribing dictation, rough draft, or verbal instruction.
• Set up and maintain a reference file with necessary information for the Director.
• Prepare and distribute agendas for Board meetings.
• Attend regular and special meetings as directed and record minutes of meetings.
• Write and type minutes from meetings and distribute them accordingly.
• Research information needed by the Executive Director and Board.
• Relay messages and provide necessary information or referrals as needed.
• Set up appointments and meetings for the Director and keep her informed of pending meetings.
• Maintain a current calendar of regular meetings.
• Perform all other duties as required.
• Ensure documentation compliance with City, State, and Federal Programs.
• Participate as a member of the Quality Improvement Committee.
• Supervise human resource services and oversee orientation and training for new employees.

Requirements

• High school diploma or GED required; additional classes in administrative skills preferred.
• Detail-oriented with proficiency in Word and Excel.
• At least two years of experience performing tasks expected of an administrative assistant.

Benefits

• Competitive pay
• Paid health insurance
• Vacation and sick leave
• Matching 401K