Executive Assistant
Job Description
Essential Duties:
Administrative Office:
1. Promote the mission, vision, and values of the Agency
2. Provide full executive support to the Executive Director and represent the Executive Director and Administration to the public through professional communications.
3. Answer routine correspondence and prepare memorandums for the Executive Director.
4. Plan, coordinate, and maintain the Executive Director's appointment calendar. Keep the Executive Director well-informed of upcoming commitments and responsibilities.
5. Coordinate travel arrangements for the Executive Director.
6. Prepare and edit correspondence, communications, presentations, and other documents.
7. Prioritize and manage multiple projects simultaneously and follow through on issues on a timely manner.
8. Responsible for daily administrative office operations and record-keeping.
9. Coordinate and make meeting arrangements for the Governance Council and its committees, prepare meeting correspondence, notify participants, and prepare materials.
10. Responsible for recording the minutes for the Governance Council and Finance Committee, and any other meetings/committees as necessary.
11. Prepare Board of Directors' resolutions as requested by the Executive Director.
12. Assist staff in obtaining signatures of the Board of Directors' President or hls/her designee for property leases, grant applications, contracts, correspondence, and financial reports, as needed.
13. Schedule meetings, contact participants, prepare agendas and meeting materials, and make the necessary arrangements for the meetings.
14. Prepare the Official Directory Survey, Annual Survey, and Quinquennial Report.
15. Assist Social Services Director with the coordination of program audits and annual reviews to include but not limited to: annual renewal of programs, prepare the application and documentation required, and prepare correspondence for the compliance plan, as necessary. Schedule entrance and exit meetings, notify participants, and attend the meetings.
16. Assist the Executive Director, Social Director and Compliance Director in the Reaccreditation process.
17. Update job descriptions and prepare evaluation forms annually of staff supervised by the Executive Director and of Program Directors supervised by the Director of Social Services as requested.
18. To assist the Executive Director in the agency with strategic planning process (e.g., scheduling meetings for planning and reviewing, preparing the plan, and preparing reviews).
19. To remain updated on licensure requirements of CPS, various reporting agency standards and/or best practices in assigned field(s). Provide assistance in the implementation process of new or revised requirements.
20. Prepare letters of intent and assist with comprising of grant proposals and supporting documents to help secure funding for the Agency's programs identified by the Executive Director or Social Service Director.
21. Provide technical assistance to staff requesting agency documentation to complete grant applications or contractual agreements; writing grants or uploading grants; or preparing proposals (i.e., binders, packets).
22. Maintain copies of all grant proposals/application. Provide e-copies or printed copies to appropriate program directors and budget analyst.
23. Update agency Directory information with Chancery staff as needed.
24. Other duties as assigned by the Executive Director.
Meet Your Recruiter
Libby Sims
Talent Acquisition Specialist
Libby is a seasoned professional with a diverse and comprehensive background in the medical field, bringing over two decades of experience to her role at PSG. A native of Mississippi, Libby was born in the state and, after living in several places during her youth, returned to graduate from Morton High School. She went on to attend the University of Mississippi (Ole Miss), where she further cultivated her passion for healthcare and service.
Her introduction to the medical field began early, working part-time in her father’s medical practice while still in high school. That early exposure sparked a lifelong career in healthcare that has spanned more than 20 years. During that time, Libby took on increasingly complex roles, including management positions in hospitals, homecare services, private practices, and healthcare consulting. Her work as a consultant focused on guiding healthcare facilities through software transitions, demonstrating her adaptability and strong grasp of both clinical and administrative functions.
After several years focused on raising her sons, Libby re-entered the workforce and joined PSG in June 2021. While new to the staffing industry, she quickly established herself as a vital member of the team, leveraging her deep industry knowledge to identify, recruit, and place top-tier talent in legal, healthcare, IT, Accounting and Finance and general clerical roles. Her ability to understand both the needs of our clients and the aspirations of job seekers allows her to make meaningful matches that support long-term success for both clients and candidates.
Libby’s current role at PSG centers on aligning skilled professionals with the right opportunities, ensuring every placement is a win-win. She is deeply committed to helping individuals achieve their career goals while delivering reliable, motivated talent to healthcare employers.
Outside of work, Libby enjoys spending quality time with her family and staying connected to her community. Libby is a member of all three local Chambers, Goodwill Industries, American Heart Association Circle of Red and Rankin County Republican Women’s association.