Behavior Treatment and Analysis Inc. is seeking a highly skilled and motivated Executive Assistant to join our team. The ideal candidate will be organized, proactive, and have at least 3 years of experience in a similar role. This position will challenge and reward those who seek an opportunity for growth and professional development in a dynamic and collaborative work environment.
General Responsibilities:
- Provide administrative support to the CEO to ensure efficiency in all operations.
- Manage the CEO's schedule, coordinating meetings and events as needed.
- Communicate effectively and professionally with clients, vendors, and other contacts.
- Maintain confidentiality of information and ensure data security.
Specific Responsibilities:
Schedule Management:
- Coordinate and schedule meetings, appointments, and events according to the CEO's preferences, considering time and resource availability.
- Prioritize tasks and events based on importance and urgency, ensuring the CEO is informed of any changes to the schedule.
Communication:
- Manage the CEO's correspondence, responding to emails and phone calls promptly and professionally.
- Communicate with clients, vendors, and other contacts on behalf of the CEO, maintaining an appropriate tone and conveying information clearly and concisely.
Travel Organization:
- Plan and coordinate the CEO's business trips, including booking flights, hotels, and transportation, considering the CEO's preferences and needs.
- Prepare detailed itineraries and travel packages that include all relevant information for the trip.
Documentation and Presentations:
- Prepare and edit documents, reports, and presentations for the CEO, ensuring they are accurate, complete, and properly formatted.
- Collaborate with other departments to gather necessary information and ensure documents meet company standards.
Information Management:
- Organize and maintain physical and electronic files systematically, ensuring information is easily accessible and well-organized.
- Maintain confidentiality of information and follow company data security policies.
Meeting Coordination:
- Organize and prepare materials for meetings, ensuring all participants have the necessary information.
- Take notes during meetings and follow up on agreed actions, ensuring they are completed on time.
Project Management:
- Assist in the planning, execution, and tracking of projects assigned by the CEO, ensuring deadlines and objectives are met.
- Keep the CEO informed of project progress and potential issues, providing periodic reports and updates.
Administrative Support:
- Perform general administrative tasks, such as managing office supplies, processing invoices, and maintaining basic financial records.
- Assist in the preparation of expense reports and in managing the CEO's expense schedule, ensuring procedures and policies are followed.
Department Report Review:
- Collect and review reports from all company departments, and collaborate to identify trends, issues, or areas for improvement.
- Communicate findings and recommendations to the CEO based on the reports, collaborating with department leaders to implement changes and improvements.
Company Reengineering:
- Collaborate with the CEO and department leaders to develop optimal workflow for each area, identifying key processes and areas for improvement.
- Collaborate with the company leaders to create a comprehensive company workflow that identifies interdepartmental processes and ensures greater efficiency and collaboration.
New Contract Applications:
- Coordinate with the Finance and Legal departments to prepare and submit contract applications with new insurers and counties, ensuring all documentation is complete and in order.
- Maintain updated records of all contracts and ensure terms are met, communicating any changes or updates to the CEO.
Insurance and County Rate Tracking:
- Stay informed about changes in rates and requirements of insurers and counties, analyzing their impact on company costs and billing.
- Work with the Finance department to adjust budgets and billing strategies in response to changes in insurers and counties, ensuring the company remains profitable and competitive.
Requirements:
- Master's degree in a ABA
- BCBA Certificate
- Minimum of 3 years of experience in a similar role.
- Excellent verbal and written communication skills, with attention to detail.
- Strong organizational and time management skills, able to prioritize tasks effectively.
- Ability to work independently and as part of a team, showing initiative and adaptability.
- Advanced knowledge of Microsoft Office and other productivity tools.
- Spanish required
Benefits:
- Competitive salary based on experience and skills.
- Opportunities for growth and professional development.
- Collaborative and dynamic work environment.
- Health benefits and paid vacations.