AIDS Healthcare Foundation

Executive Assistant/Facilities Operations Manager

Job Locations US-GA-Atlanta
Req No
2022-16426
# of Openings
1
Job Post Information* : Posted Date
1 month ago(11/1/2022 11:22 AM)
Category
AID Atlanta

Overview

Join the Team – Make A Difference! Work at AID Atlanta, an affiliate of AHF.

 

AID Atlanta, Inc. has been saving and transforming lives since its inception in 1982. The agency is the Southeast’s oldest, largest, and most comprehensive AIDS Service Organization.

Today, AID Atlanta offers a broad range of services and has grown to be the most comprehensive AIDS service organization in the Southeast.  AID Atlanta currently offers HIV/AIDS prevention and care services, including (but not limited to) Primary Care, HIV/STD Screening, PrEP, Community HIV Prevention Programs, Linkage Services, Case Management, and a state-wide Information Hotline.

The mission of AID Atlanta is to reduce new HIV infections and improve the quality of life of its clients by breaking barriers and building community.

AID Atlanta’s core values:

Respect
Compassion
Service
Integrity


If you would like to be a part of fostering empowerment in someone’s life, AID Atlanta is the place for you.

Responsibilities

JOB SUMMARY

The Executive Assistant/Operations Manager provides high level administrative support to the Chief Executive Officer.  Additionally, this position is responsible for maintaining the efficient operation and safety of AID Atlanta’s office facilities and office equipment. The Executive Assistant/Operations Manager reports directly to the Executive Director/CEO of the agency, and serves as a part of the agency Senior Management Team.

 

ESSENTIAL DUTIES & RESPONSIBILITIES

  • Schedule appointments and other commitments to maximize CEO’s time effectively and efficiently.
  • Responsible for heavy calendar management, requiring interaction with both internal and external staff, executives, funders, donors, and consultants, to coordinate a variety of diverse meetings in a timely manner.
  • Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner.
  • Answer phones in a courteous and professional manner, and direct all incoming calls to appropriate party promptly and efficiently.
  • Record, transcribe and file minutes for Board of Directors meetings, and other meetings, as needed.
  • Coordinate logistics for All Staff, Senior staff, Leadership team, Board meetings and any other meetings, and provide minutes as needed.
  • Prepare reports and memorandums.
  • Faxing, filing and photocopying.
  • Update calendar for Local Board meetings
  • Update AID Atlanta staff telephone directory
  • Greet and escort guests for meetings with CEO.
  • Maintain office supply inventory and order supplies for the administrative offices, as needed.
  • Maintain, arrange, and update files (Electronically and manual if needed)
  • Answer calls, take accurate messages and screen/direct telephone calls to appropriate staff person in a professional manner.
  • Maintain accurate records of contracts and subcontracts, grant contracts, vendor contracts, consultant agreements, etc. in centralized project management system.
  • Ensure that all business and regulatory licenses of the agency, healthcare center, secretary of state filings, DUNS and SAM recertification filings, CLIA waiver licenses, and other licenses are up to date on an annual basis.
  • Process and distribute incoming/outgoing mail and facsimiles to appropriate departments.
  • Provide guidance, direction and assign tasks to janitorial staff.
  • Input data and maintain spreadsheet log for incoming checks to AID Atlanta.
  • Maintain the efficient operation of office equipment by performing minor service duties and arranging for routine maintenance, as needed (g. postage machine, annual inspection of fire extinguishers).
  • Manage most aspects of day-to-day office functions (e., running and checking the mail, opening the building, inventory and order copy paper for office).
  • Coordinate and ensure facilities operate effectively and efficiently for the building
  • Ensure a neat, orderly and safe office environment.
  • Leads and coordinates the agency’s Emergency Response Team and activities (evacuation plan, fire drills, etc.)
  • Work with senior management, vendors, and contractors regarding facilities repair, expansion and renovation.
  • Review written proposals and identify contractors and vendors (g., cleaning companies) needed for building or office related operations.
  • Assess facilities needs and recommend effective strategies.
  • Coordinate janitorial and maintenance services (day-to-day office cleaning, carpet cleaning, installation of locks, keys for offices) .
  • Inventory and procure janitorial and coffee supplies for the office and other departments as needed.
  • Other duties as assigned.

QUALIFICATIONS:

EDUCATION & WORK EXPERIENCE

  • Minimum of a High School education.   Bachelor’s degree preferred.
  •  2+ years of related experience in supporting directors or senior executives.
  • Customer service-related experience preferred

COMPETENCIES

  • Computer proficiency in Windows operating systems, Microsoft Office (Word, Excel, PowerPoint, Outlook, Adobe, etc.), email, Internet
  • Excellent oral and written communication skills with the ability to effectively communicate with a variety of audiences (including one-to-one, public speaking engagements, group presentations, etc.) in positive and negative situations.
  • Detail oriented with demonstrated accuracy, thoroughness, and monitoring of his/her own work to ensure quality.
  •  Active listener who gives full attention, understand points, asks appropriate questions, and provides helpful solutions.
  • Good transcription skills
  • Outstanding interpersonal skills with the maturity, integrity, and experience to gain the trust and confidence of AID Atlanta’s donors, leadership, staff, colleagues, vendors, and partners.
  • Superior time management, prioritization, and multi-tasking skills.  Specifically, the ability to work calmly and professionally under pressure, and manage competing deadlines, simultaneous projects and shifting priorities within budget and deadlines.
  • Possess strong organizational skills and office management skills.
  • Basic knowledge of harm reductionist principles and approach in providing services.
  • Outstanding judgment with the ability to handle confidential information with discretion and diplomacy.
  • Capable to work independently and with a team in a fast-paced environment with emphasis on accuracy and timeliness.
  • Excellent customer service skills with the ability to maintain a professional yet approachable/ genuine demeanor.
  • Adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events in a professional manner .
  • Reliable transportation with the ability and availability to travel and work nights and weekends, sometimes with short notice.
  • Able to bend, transport, lift, and carry presentation equipment and supplies (approximately 15 lbs.)

Qualifications

We at AID Atlanta/AIDS Healthcare Foundation believe that each individual is entitled to equal employment opportunities without regard to race, color, creed, gender, sexual orientation, gender identity, marital status, national origin, age, veteran status or disability. The right of equal employment opportunity extends to recruiting, hiring selection, transfer, promotion, training and all other conditions of employment. AHF will consider qualified applicants with criminal histories in a manner consistent with the requirements of the ordinance.

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