Deputy Chief Assistant
Purpose of Position
The position of the Deputy Chief Assistant provides a high level of administrative support to the Deputy Chief, WIC Operations. The position requires strong organizational skills, is highly personable, and can work in a fast-paced environment. The Deputy Chief Assistant takes calls, schedules meetings, manages requests and performs other office duties. To ensure smooth operations and effective organizational communication, the Deputy Chief Assistant needs excellent verbal communication skills, sound judgment, meticulous attention to detail, and strong management skills. Under the direction of the Deputy Chief of WIC Operations, the Deputy Chief Assistant plans and orchestrates work to ensure priorities are met, organizational goals are achieved, and best practices are upheld.
Minimum Qualifications:
Bachelor's Degree required
Four years of experience working as an administrative assistant supporting management
Duties & Responsibilities:
• Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly affecting the operations of the agency
• Sustain senior management's daily, weekly, monthly, and yearly schedules, including agendas, mail, email, phone calls, program management, and other agency logistics.
• Conserves senior management time by reading, researching, and routing correspondence; drafting emails and documents; collecting and analyzing information; and organizing internal or external appointments
• Coordinate complex scheduling and calendar management, as well as content and flow of information to senior management
• Provide administrative and office support such as typing, dictation, spreadsheet creation, and maintenance of filling systems
• Maintain professionalism and strict confidentiality with all materials, conversations, and program activities
• Organize communications, meeting agendas, manage travel arrangements, and plan events both internal and off-site
• Manage the senior management contacts
• Welcomes senior management guests by greeting them in person or on the phone; answering or directing inquiries
• Assist in preparing and managing presentations and meetings
• Represent the organization and the senior management team in a positive light through excellent follow-through skills and sound judgment
• Excellent communication and time management skills; able to meet deadlines
• Participate and support the coordination of the WIC Services Unit, Site Operations, and Monthly Manager's meetings, including preparing the agenda and taking minutes
• Assists with other clerical tasks as directed
• Follows SLAHP attendance guidelines
• Maintains a pleasant, courteous, tactful attitude with all contacts
• Attends training updates and maintains current knowledge of required standards
• Works with minimal supervision in exercising initiative in organizing and completing daily tasks
• Solves minor problems by using judgment based on knowledge of organization policies, practices, and procedures
• Meets established productivity and task management standards for assigned duties
• May require working outside of the core hours of the organization based on the needs of the agency
• Change of assigned work location may be required based on the needs of the agency
• Responsible for other tasks as may be required for the efficient operation of the department and as directed by senior management
Salary: $65,000-$85,000
