• Executive Assistant - Full Time Days - Immanuel Pathways Southwest Iowa

    Job Locations US-IA-Council Bluffs
    Posted Date 2 months ago(6/27/2019 10:18 AM)
    Job ID
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    Immanuel Pathways Southwest Iowa
  • Overview

    Purpose of the Job: Provides assistance to the Executive Director in the day to day operations of the PACE Community Service Center. Provides support in administrative responsibilities, coordinates or leads special projects, acts as a point of contact for participants and staff.  Processes financial documents, leads and fulfills objectives of special projects. Possesses broad scope of knowledge required to execute the duties of the Job. Supports and lives out Immanuel’s Mission and CHRIST Promises.


    Approx.Time Requirement

    Key Functions for which this Job is responsible

    40% Project Coordination

    • Maintains calendars and appointments for Executive Director and designated Immanuel Pathways staff, as directed.
    • Assists in the coordination of projects as needed to ensure timelines and goals are met at the PACE community center.
    • Oversees workflow, scheduling of projects and quality assurance as assigned.
    • Works closely with Executive Director on planning, progress and completion seeking direction on unusual or difficult situations.
    • Coordinates travel arrangements including flights, hotel, ground transportation as requested.
    • Coordinates and assists in event planning at the Center.
    • Coordinates the purchase of office supplies for the PACE Center departments, as directed.

    20% Financial Support

    • Processes financial paperwork and reports as required for PACE operations.        
    • Maintains accurate accounting records and reports to Executive Director any information pertinent to the smooth operation of the location.
    • Prepares or assists in preparing necessary or requested reports or documents which may involve maintaining moderate to complex applications of spreadsheets and/or database information.
    • Ensures accurate management of filing systems, records management, accounts payable and receivable and inventory of administrative products.

    15% Employee Relations

    • Assists in the processing of new hires ensuring proper paperwork is complete and forwarded in a timely manner according to company policy.
    • May provide assistance with new hire training related to orientation of the PACE Center.
    • Conducts regular audits of employee files to ensure all required documents are included.

    10% Communication

    • Assists with written and verbal communications to employees, participants, families, visitors, etc. as needed or requested working closely with the Executive Director to ensure customer service that meets the standards set by Immanuel.

    5% Liaison

    • Acts as a point of contact in the absence of the Executive Director.
    • Address issues within the scope of the Job and defer to the appropriate person depending on the circumstances.
    • Ensures that the front desk is covered during business hours.

    5% Supervision

    (If applicable)

    • Supervises secretarial staff: includes hire, train, counsel, evaluate and terminate, coordinate work schedules to meet the needs of the community and ensure highest quality of first impression of the front desk area.

    5% Other

    • Perform other duties as required or requested




    • High school or equivalent is required.
    • Graduation from college or university in related field is desired.
    • Current Notary Public License preferred.


    • Four (4) years of general and related administrative, project planning, and related experience.
    • One (1) experience in a lead, supervisory and/or management role is preferred
    • One (1) year experience working with frail or elderly population required.
    • Equivalent years of education may substitute for experience requirement.
    • Basic Life Support (BLS) Skills i.e. Health Care Level Cardiopulmonary resuscitation (CPR); Automated External Defibrillator (AED); First Aide (FA).

    KSA- Knowledge Skills and Abilities-

    • Knowledge of business principles and administrative practices.
    • Strong customer service skills.
    • Strong analytical and accounting skills.
    • Skilled in use of computer programs including Microsoft Office, Excel and project planning software.
    • Ability to chart via Electronic Health Records.
    • Proven experience and basic computer proficiency (internet, email, Microsoft Office)
    • Ability to work with work harmoniously and productively with a varied group of individuals.
    • Ability to communicate verbally or in writing in effective methods
    • Ability to facilitate or manage multiple projects in a fast paced environment.
    • Ability to work as a self-directed, highly organized individual with the ability to meet required deadlines.


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