Executive Administrative Assistant

Founded by the Sisters of Charity in 1869 as a home for abandoned children, The Foundling today offers an expansive array of services for underserved children, families, and adults with developmental disabilities. Whether it’s an abused child in need of a foster home, a young mother who lacks the skills to care for her child, or a young person lost in the juvenile justice system, The Foundling provides the resources necessary to rebuild lives and rebuild families.

Working under the supervision of the Chief Executive Officer (CEO) and Chief Program Officer, the Executive Administrative Assistant provides information and management support, overseeing office procedures and various tasks as assigned by the CEO and CPO.

• Provide overall administrative support to the CEO & CPO.
• Maintain calendars to coordinate work flow both internally and externally, planning and scheduling meetings, conferences, teleconferences, and travel.
• Welcome guests and clients by greeting them, in person or on the telephone; answering or directing inquiries; screen and direct calls from vendors, clients, regulators and donors.
• Conserve the CEO’s and CPO’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Answer phone, take messages and direct incoming calls; provide reference information and resolve questions, as appropriate.
• Perform general clerical duties to include transcribing, copying, faxing, mailing, data entry and filing.
• Interact with all levels of internal management and staff, as well as outside clients and vendors; contribute to team projects and assist with shared goals.
• Prepare agendas and reporting packages for the various committees (Board of Trustees, Program Quality Committee, etc.); collects and organizes information for reports, performs quality checks and improves formatting/presentation of reports.
• Attend Board of Trustee, Board committee meetings or other meetings as requested in order to record minutes; prepare and finalize meeting minutes in a concise and accurate manner.
• Maintain office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Provide historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Maintain confidentiality in all aspects of client and staff information.
• Any other administrative related task assigned by the CEO and CPO.

• Associates Degree required; Bachelor’s degree strongly preferred.
• Bilingual English/Spanish required.
• 3-5 years administrative experience.
• Strong analytical and problem-solving skills.
• Impeccable communication skills – oral and written.
• Highly professional.
• Flexibility and eagerness to learn new things.
• High level of Microsoft Office skills (Microsoft Word, Microsoft Excel and Microsoft PowerPoint).