Immanuel Communities - Executive Administrative Assistant to CEO

Overview

Are you a Executive Administrative Assistant with experience supporting a CEO and Executive Leaders looking to work for an amazing organization by serving others and connecting with your co-workers?

Immanuel Communities is seeking a Executive Administrative Assistant to CEO to work at Immanuel Home Office located at 1044 North 115th Street, Omaha, NE  68154.

Pay will be based upon experience, certifications, skills and education.

Best in Class Benefits can be found at Immanuel:

• HEALTH: Medical, dental, vision, Health Savings Account (HSA), and Flexible Spending Account (FSA)
• LIFE INSURANCE: Employer Paid Life Insurance
• TIME OFF: Paid Time Off - accruing from day one of employment, Floating Holidays, Paid Holidays, 8 hours of Volunteer Time Off per year
• RETIREMENT: 401K with employer match
• WELLNESS: Wellness Program and Employee Assistance Program
• GROWTH AND DEVELOPMENT: Advancement opportunities (as appropriate) – we look to grow from within our organization, Education Assistance Program – we invest up to $5,250 per year for education assistance paid up front
• Plus many more benefits!

Job Duties & Skills Required

What You Will Do

Key Areas

Key Responsibilities and Duties of the Job

Executive & Organizational Support

• Provides executive-level administrative support to the CEO and other members of Executive Leadership with professionalism, accuracy, discretion, and confidentiality.
• Collaborates with the CEO to advance Immanuel’s strategic initiatives and key performance indicators (KPIs).
• Handles sensitive and confidential information with discretion while consistently meeting deadlines and maintaining a high degree of accuracy and professionalism.
• Supports members of Executive Leadership with organizational administration, including communications, planning, presentation preparation, travel arrangements, and related functions.
• Manages calendars and appointments for members of Executive Leadership and designated staff; proactively resolves conflicts and coordinates complex meetings, conference calls, rooms, and event logistics, including food, gifts, or flowers when appropriate.
• Reads and analyzes incoming emails, memos, and reports to determine their significance and plan their distribution.
• Manages multiple priorities, meets tight deadlines, and remains effective in a fast-paced, high-demand environment.
• Serves as a communication liaison for the CEO and other members of Executive Leadership, ensuring information, issues, and decisions are communicated to appropriate stakeholders in a timely and effective manner.
• Prepares reports and presentations, including research, data summarization and analysis.
• Plans, coordinates, and implements special projects, events, and office celebrations.
• Arranges travel and conference registration for executive leadership, and designated staff as needed.
• Develops and maintains reports in a variety of electronic systems and applications. 
•  Approves payroll for direct reports of members of Executive Leadership and other designated staff.
• Prepares and codes invoices, executive purchasing-card summaries, and other expense reports for appropriate coding, approval, and payment.
• Serves as a subject matter expert in executive support areas.
• Maintains organized and up-to-date electronic and physical filing systems.
• Opens, sorts, and distributes incoming correspondence including mail, email, and faxes.
• Leads, manages, assists, and/or participates in special projects, workgroups, or programs within the organization.

Office Administration & Guest Reception

• Acts as a point of contact in the absence of leadership to address certain issues or defer to the appropriate person.
• Collaborates with other departments and cross-functional groups to update processes and create best practices.
• Coordinates onboarding preparations for new hires supporting the CEO and other members of Executive Leadership and provides training on standard and role-specific business processes.
• Answers incoming calls, monitors messages, and welcomes guests and visitors as needed; provides backup telephone coverage when required.

Mentorship & Special Projects 

• Provides project management support to the CEO and other members of Executive Leadership.
• Provides backup support to the Board Liaison.
• Provides mentorship and training to other administrative staff and new team members.
• Creates training materials and standard operating procedures (SOPs) for the administrative team and organization.
• Monitors incoming administrative requests and assigns tasks as needed.
• Assists with questions related to travel, expenses, technology, and other administrative processes.

Other

• Performs other duties and executive-level projects as assigned or requested.

Skills & Requirements

Education-

• Bachelor’s degree in business administration, English, or a related field is required.
• Equivalent relevant experience may substitute for the education requirement.

Experience-

• Eight (8) years of general office administration experience is required.

• Eight (8) years of executive-level support experience is required.
• Equivalent relevant education may substitute for a portion of the experience requirement.

Other-

• Certified Professional Secretary or Certified Administrative Professional is preferred.
• Board governance knowledge/experience is preferred.
• Management experience is preferred.
• Notary Public is preferred.

KSA (Knowledge Skills and Abilities)-

• Knowledge of the functions performed by the CEO and other members of Executive Leadership.
• Knowledge of other disciplines and functions within the company.
• Knowledge of the purpose and functions of Board governance and how they differ from management responsibilities.
• Knowledge of business management functions such as planning, budgeting, and expense management.
• Knowledge of arrangements required for event planning and business travel.
• Skills in Microsoft Word, Excel, PowerPoint, Outlook, Teams, Smartsheet, and other office applications.
• Skilled at presenting oneself as professional in appearance and manner.
• Skilled in written communication including spelling and grammar.
• Ability to remain patient and flexible as daily priorities change, particularly during high-demand periods, while responding with professionalism, good judgment, and teamwork.
• Knowledge of project management processes.
• Knowledge of records management procedures.
• Ability to document and translate meeting notes.
• Ability to think and act creatively when needed.
• Ability to communicate effectively, both verbally and in writing, with diverse stakeholders.
• Ability to solve ambiguous problems.
• Ability to apply strong attention to detail and analytical thinking.
• Ability to exercise discretion and independent judgment.
• Ability to organize, multitask, and prioritize effectively.
• Ability to work well with others.
• Ability to work independently.
• Ability to make decisions in a timely manner.
• Ability to anticipate the needs of the CEO and other members of Executive Leadership and take appropriate action in advance.
• Ability to maintain strict confidentiality.

Immanuel

At Immanuel, we believe that our success is built on the collective strength of our people.  Here’s why you’ll thrive as part of our team:

• Meaningful work: You won’t just have a job; you will have a purpose.  Our Mission impacts the lives of our residents/participants and their families, one another, and our community.
• Growth Opportunities: We invest in your development.  Whether it’s mentorship, training, or advancement, we’re committed to your growth.
• Inclusive Culture: We celebrate uniqueness and foster an environment where everyone feels valued.
• Work-Life Harmony: We believe in allowing you to thrive by leveraging your passion.  Achieve your best work while maintaining a healthy work-life harmony.
• Total Rewards: A focus on feedback and recognition, competitive compensation, a robust benefits package, and perks beyond the basics.
• Intentional Experience: We are very intentional about your employee experience, from Day One Orientation to how we onboard new managers and invest in quarterly and annual leadership training.  

 Join us at Immanuel and be a part of something extraordinary.  Your journey starts here.

• Immanuel is an Equal Opportunity Employer and participates in E-Verify.
• A background check and drug screen will be required prior to hire.
• Applicants must be currently authorized to work in the United States on a full-time basis.