Job description

Administrative (85%) /Personal Assistant (15%)

Urban Baby Beginnings is seeking a Maternal Child Health Administrative/Personal Assistant who will provide high-quality administrative support to the ED and the Board of Directors. The Administrative/Personal Assistant will have the ability to think proactively and respond quickly and efficiently and must possess strong administrative, written and verbal communication, and organizational skills, with the ability to prioritize projects and the needs of the organization while handling multiple priorities and highly sensitive and confidential information with the utmost discretion and composure.

This is an in person office based position located in Norfolk, VA and requires 2 years of public health experience preferably in Maternal Child Health.

Specific Roles:

Executive Responsibilities for the ED

• Manages confidential and sensitive information from the office of the ED.
• Manages calendar of the ED to include appointments, meetings, conferences, teleconferences.
• Plans, coordinates, and ensures the ED’s schedule is manageable.
• Manages travel plans, itineraries, and agendas.
• Manage ED expense tracking, reimbursement, and reporting in correspondence with the financial management team.
• Manages personal errands and personal schedule of ED to ensure that their time is managed properly.
• Communicates directly, and on behalf of the ED, with Board members, donors, foundation staff, and others, on matters related to ED’s programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the ED, including those of a sensitive or confidential nature.
• Determines appropriate course of action, referral, or response.
• Supports and enables smooth communication between the ED’s office and internal departments, demonstrating leadership to maintain credibility, trust, and support with all staff.
• Works closely and effectively with the ED to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the ED, some of which have organizational impact.
• Prioritizes conflicting needs; handles priorities expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
• Participates in staff and administrative meetings and professional development.
• Completes vendor and subcontract invoicing and data requirements.
• Support presentation creation and communication to project participants.
• Other duties as assigned.

Board Support and Liaison

• Serves as the ED’s administrative liaison to the Board of Directors.
• Maintains discretion and confidentiality in relationships with all board members.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Senior Management Liaison
• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings as assigned.
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings.
• Overall management and coordination of all board gatherings with the ED.
• Draft and prepare meeting minutes and presentations, and manage the timely circulation of materials for internal and external meetings, including meetings of the Board of Directors.

Communications, Partnerships, and Outreach

• Event planning for all staff gatherings.
• Follows up on contacts made by the ED and supports the cultivation of ongoing relationships.
• Coordinates the ED’s outreach activities including conferences and events.
• Support Human Resources and Finance as needed.

Facilities Responsibilities

• Assist with management of vendor relationships.
• Maintain office equipment.
• Assist in the management of acquisition, inventory, and restocking of office supplies.
• Assist in managing office and building relations.
• Oversee and maintain professional office appearance.
• Interact with cleaning staff as needed.
• Assist with organization and maintenance of storage areas, supply room.
• Assist with renewals, terminations, and leases for vendor contracts, subcontracts, and/or service agreements for general office equipment.
• Performing other related tasks as needed or assigned.

Qualifications:

• Graduation from a 4 year college or university; health or human services preferred but not required. A related two-year (Associate) degree may be substituted for the health or human services experience.
• Ability to communicate fluently in English and Spanish and work with multicultural families is a plus.
• Three (3) years prior experience as an administrative/personal assistant
• Excellent interpersonal skills required and ability to interact professionally and gain trust with culturally diverse individuals.
• Familiarity with regional and local landscape.
• Prior experience working with community resources and social services in focus region.
• Ability to show empathy.
• Ability to handle confidential information with discretion and professionalism.
• Computer skills and proficiency in the use of handheld tablets and computers.
• Experience in developing trusting relationships with clients and colleagues
• Ability to work independently and within a team-based environment
• Desire to work with a diverse population of prenatal and postpartum clients and community stakeholders
• Knowledge of working with expectant teens is desirable
• Ability to satisfy occasional local travel requirements
• Must have a current and valid Driver’s License or state ID
• Insured vehicle available for business use is required to conduct home visits
• Knowledge of women’s health during the childbearing years
• Willingness to travel throughout Norfolk and surrounding counties is required
• Clean background check, VA Child Abuse Registry clearance, and driving record is a necessity
• Strong oral and written communication skills
• Strong computer literacy are required

UBB provides equal employment opportunities (EEO) to all employees and applicants for employment without regard torace, color, religion, sex, national origin, age, disability or genetics.

SALARY: FT position – based on experience

Urban Baby Beginnings is a Drug Free workplace

Job Types: Full-time, Contract

Pay: $19.50 - $20.00 per hour

Benefits:

• Health insurance
• Paid time off
• Professional development assistance

Schedule:

• 8 hour shift
• Weekend availability

COVID-19 considerations:
Required - Staff Health Form and Vaccination Status to include Covid vaccine, recent TDAP, and childhood immunizations prior to working.

Work Location: In person

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