Performs a full range of administrative and managerial support duties for designated Corporate Officer/s and/or multiple Senior Executives. This position manages complex communications, coordinates workflow, and supports high-level operations, projects, and initiatives.

The essential job duties/responsibilities of the position include but are not limited to the information listed below:

• Coordinates office communications, including answering and forwarding calls, managing mail, sending and receiving faxes, and responding to web or phone inquiries as needed.
• Screens and prioritizes incoming communications; refers work appropriately, follows up, documents progress, and updates the supervisor on the status of key items.
• Composes, edits, and distributes correspondence, memos, and other documents.
• Prepares Word and spreadsheet reports; maintains databases accurately.
• Sets up and maintains both paper and SharePoint filing systems; oversees document management and recordkeeping.
• Processes department or divisional documents and transactions; tracks, reconciles, and reports expenses and other department-specific metrics.
• Conducts research related to the supervisor’s area of responsibility; gathers and evaluates data, recommends presentation formats, and prepares analytical and narrative reports
• Maintains calendars for assigned executives and coordinates appointments as needed.
• Plans and organizes meetings, including scheduling participants, preparing agendas, arranging logistics, and coordinating meals, travel, and lodging as needed.
• Attends meetings and prepare minutes as directed.
• Leads or manages division-specific projects and companywide initiatives as assigned.
• Collaborates with administrative staff, Executive Assistants, and Senior Executive Assistant to ensure workflow efficiency and timely communication.
• Provides support to other areas as needed and serves as backup to the Senior Executive Assistant and other Executive Assistants.
• Offers guidance and training to Office Services staff as required.
• Serves on committees and teams, acting as a member or leader as assigned
• Serves as a resource for clients, families, outside agencies, Board members, community partners, and professional leaders seeking information or assistance.
• Maintains department-specific organizational charts and ensures information accuracy.
• Performs other duties as assigned.

Knowledge and Skills:

• Strong proficiency with Microsoft Office (including Word, Excel, and Access, Outlook), Vinfen’s internet access applications, and department-specific applications
• Knowledge of business communication formats (correspondence, memos, minutes, reports, financials, etc.)
• Knowledge of business etiquette and practices
• Strong communication skills in both oral and written format
• Ability to compose routine correspondence
• General knowledge of personal computer applications and equipment
• Knowledge of office machines (fax, copier, phone, postage)
• Knowledge of recordkeeping systems
• Organization and quantitative skills
• Ability to communicate in a positive, courteous, and professional manner
• Ability to exercise judgment & discretion in dealing with individuals and confidential matters
• Knowledge of Vinfen’s mission, organization, and services
• Thorough knowledge of supervisor’s areas managed, professional/personal contacts/interactions, standards and expectations, goals and objectives

Established in 1977, Vinfen is a nonprofit, health and human services organization and a leading provider of community-based services to individuals with mental health conditions, intellectual and developmental disabilities, brain injuries, and behavioral health challenges. Our services and advocacy promote the recovery, resiliency, habilitation, and self-determination of the people we serve. Vinfen's 3,200 dedicated employees are experienced, highly-trained professionals who provide a full range of supportive living, health, educational, and clinical services in 318 programs throughout Massachusetts and Connecticut. For more information about Vinfen, please visit www.vinfen.org/careers

My Vinfen. My Community. My Job.

Vinfen is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.