Bilingual Executive Assistant - Human Services

Reporting directly to the Director of Human Services Department (HSD), this role serves as the strategic administrative partner to the Director and the Leadership Team. The position functions as the primary gatekeeper and liaison for both internal staff and external stakeholders.

Essential/Primary Duties:

 Executive Support

• Assists the Director with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing productivity reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
• Communicates with the general staff on the Director’s behalf and coordinates logistics with high-level meetings both internally and externally.
• Communicates directly and on behalf of the Director and Clinical Supervisor with other supervisors, staff, and others (internal and external) on matters related to programmatic initiatives as directed.
• Drafts reports, letters of solicitation, proposals; prepares and coordinates oral and written communication with other agencies and internally.

HR Support

• Coordinating interviews, managing candidate communications, and facilitating the initial orientation for new program staff.
• Administratively supports HR with the onboarding process for all new employees. 

Management Liaison

• Assists in coordinating the agenda of management team meetings. Prepares an agenda for the meetings and sets up any technology needed to allow those attending meetings virtually to attend.

Additional Responsibilities:

• Manage information flow in a timely and accurate manner. Quickly understands needs and requests and directs inquiries and requests for support to the correct leader as warranted by priority and leader areas of expertise.

• Shares information and updates with others, while ensuring a clear, concise, and professional communication through reports, documentation, written, and other communications.

• Responsible for written and verbal communications through letters, memos, and phone calls.  Including screening calls, message taking, and setting up appointments.

• Responsible for taking and receiving mail daily at the main building on Ninth Street.

• Maintain an organized and friendly filing system, categorized and in chronological order.

• Manage department inventory tracking to ensure the program is always adequately supplied, and coordinate material orders as requested and approved by the Director.
• Understand basic budgeting and expenses tracking to manage program purchases and reconcile receipts.
• Submit monthly mileage reimbursement forms for designated staff to the Accounting Department.
• Regularly review and update monthly office information and resource boards to ensure timely and accurate communication.
• Coordinate and communicate new departmental updates to relevant staff to ensure awareness and alignment.
• Submit and monitor all departmental maintenance and technical requests to ensure timely resolution.
• Track and document staff time-off requests and call-ins with accuracy.
• Prepare and submit bi-weekly payroll documentation for designated staff and receive Director approval and signature. 

Other Duties as assigned 

AS or BS in Business Administration, Communications, Human Resources or Management, one to three years office experience working with top management, excellent (bilingual; Spanish and English preferred) communication and written skills, vast knowledge of computer programs, ability to work independently, well organized, detail oriented, decision maker, and liaison for Director of Human Services and the Leadership Team. Valid WI driver’s license and insured vehicle.

Working Conditions:

 Clean working conditions, a computer, and the ability to bend, sit, and stand for hours at a time.  Ability to be flexible with lunch hour. This position requires active support for program operations and the ability to travel locally to purchase program supplies, equipment, and materials. 

ACKNOWLEDGEMENT:

 This job description outlines the general nature and level of work required of any employee assigned to this position. It does not intend to imply these are the only duties and responsibilities assigned to the job. The employee may be required to perform other job-related duties, as requested by the position’s manager and the Clinical Supervisor. All is subject to change and possible modification to address changing business conditions and reasonably accommodate individuals with a disability.