This position is a full-time position with work hours Monday to Friday and is located at our Main Office in Frederiksted at 516B Hospital Street. The Executive Assistant supports the Chief Executive Officer in operational tasks and primarily manages the business related duties for the CEO to include creating reports, sorting various documents, filing, taking minutes, and organizational responsibilities. Duties and Responsibilities - Prepares reports, memos, invoices, letters, and other documents. - Files and retrieves agency records, documents, and reports. - Upholds a strict level of confidentiality. - Develops and updates administrative systems to make them more efficient. - Researches and conducts data to prepare documents for review and presentation by boards of directors, committees, and executives. - Attends meetings at various agency sites and locations. - Aids in ensuring grant compliance as requested. - Resolves administrative problems. - Helps prepare for meetings. - Accurately records minutes from meetings. - Greets visitors and staff and decides if a meeting is needed with executives. - Reads and analyzes incoming memos, submissions, and distributes them as needed. - Makes travel arrangements and accommodations. - Performs office duties that include ordering supplies and managing a records database. - Opens, sorts, and distributes incoming faxes, emails, and other correspondence. - Provides general administrative support. - Uses various software, including word processing, spreadsheets, databases, and presentation software. - Carries out administrative duties such as filing, typing, copying, binding, scanning etc. - Assists in filing, organizing, and maintaining various documents. - Develops and sustains a level of professionalism amongst staff and clientele. - Participates in ongoing trainings offered internally as well as in the community. - Maintains positive and respectful communications with staff, coworkers, volunteers, and upper management. - Contributes to team efforts by accomplishing related results as needed. - Responsible for ensuring all maintenance requests are communicated to the maintenance department by documentation in the appropriate log. - Participates as needed in special projects. - Adheres to all LSSVI policies as outlined in the policy manual. - Ensures all LSSVI/site policies and procedures, including universal precautions, are being followed by staff members. - Performs all other duties and responsibilities as assigned. Minimum Qualifications - Minimum of three years of administrative experience as an executive assistant or other relevant administrative support role. - Bachelors Degree preferred. - In-depth understanding of entire MS Office suite. - Professional level verbal and written communication skills. - Remains alert to problems and the ability to respond with sensitivity to needs or emergencies that might arise. - Ability to communicate effectively with staff, all levels of management staff, and the public. - Ability to prepare comprehensive reports and maintain confidential records. - Ability to work to a time schedule and a willingness to work flexible hours to meet the needs of Lutheran Social Services. - Valid VI driver's license and reliable transportation necessary. Knowledge and Skills - Ability to organize a daily workload by priorities. - Ability to maintain accurate and current records. - Ability to prepare clear and concise reports. - Ability to work independently. - Ability to establish and maintain effective working relationships within the agency and the community. - Ability to carry out verbal and written instructions. - Well-developed interpersonal and communication skills. - Understanding and application of confidentiality. - Must be able to meet deadlines in a fast-paced quickly changing environment. - A proactive approach to problem-solving with strong decision-making skills. Job Type: Full-time Benefits: - 401(k) - 401(k) matching - Dental insurance - Health insurance - Life insurance - Paid time off - Retirement plan - Vision insurance Schedule: - Day shift - Monday to Friday Education: - Bachelor's (Preferred) Experience: - Office: 3 years (Required) Shift availability: - Day Shift (Required) Work Location: In person Report job