Executive Assistant

PURPOSE

The Executive Assistant is a full-time, regular, non-exempt position within the Administration Department, reporting directly to the Executive Director. Under the supervision of the Executive Director, this role provides complex, high-level administrative support to both the Executive Director and the Board of Directors. Responsibilities include conducting research, managing and responding to information requests, preparing correspondence, receiving visitors, scheduling conference calls, and coordinating and supporting meetings. In addition, the Executive Assistant serves as the agency’s emergency preparedness coordinator and provides coordination and operational support for facilities and agency vans. The standard work schedule is Monday through Friday, typically 9:00 AM to 5:00 PM. This position requires superior daily attendance and the flexibility to provide occasional after-hours support as needed.

ESSENTIAL DUTIES

Executive correspondence and scheduling

• On a daily basis, sorts, reviews, prioritizes and routes email, mail and faxes based on established priorities for the Executive Director. Appropriately routes and files all central file information (letters, memos, Board information, meeting minutes, etc.) upon receipt.
• Keeps informed of Executive Director’s schedule and upcoming meetings and events.
• Assists the Executive Director with the coordination and confirmation of meetings, appointments, travel arrangements, events, and the procurement of relevant information. Prepares presentation and other materials for meetings and appointments, drafts agendas, records and distributes minutes, and coordinates the meeting room logistics and refreshments.
• Ensures Executive Director is prepared for meetings including refreshments and meeting materials.

Correspondence, Documentation and Reports

• Performs word processing; drafts, edits, proofreads, formats, and finalizes Executive and Agency correspondence, documents, reports, and presentations for the Executive Director.
• Ensures timely responses to correspondence. Prepares and follows up with Executive Director’s correspondence: memos, “Thank You letters, reports, follow-up phone calls.
• Creates and maintains database information (e.g. Excel, donor database, etc.)
• Maintains organizational system and files for ED’s office which facilitates information flow to and from Executive Director’s office such as: documents for signing, reviews, and/or approvals.
• Coordinates and/or prepares draft MOUs or contracts for review and signing; ensures such documents are copied, filed, and routed appropriately.
• Provides support with preparing Executive’s expense reports, purchase orders, etc.
• Assists with Agency’s record keeping and document archiving needs, works with other Management Team members as needed.
• Assists with special projects as directed by the Executive Director.

Other operational / administrative duties

• Maintains a welcoming atmosphere for visitors; receives and supports visitors at Howland Building as needed.
• Upon direction by the Executive Director, may provide administrative support to the agency’s management team.
• Facilitates payroll processing by the collection of timesheets, leave requests and time exception reports for the Executive Director.
• Manages (tracks, orders, restocks) supply inventories for Howland Building.
• Point of contact for repairs or issues related to Howland building copiers and fax machines.
• Assists with All-Staff meeting agendas, hospitality, and taking of minutes.
• Assists with Management team meeting minutes and hospitality.
• Assists with the coordination of special and All-Staff events.
• Coordinates Howland Conference room schedule and ensures that Howland conference room supplies are stocked, and room is ready for use.

Emergency Preparedness Coordination

• Coordinates agency’s preparedness for emergencies, including chairing an Emergency Preparedness Committee with a representative from each site/program area.
• With the committee prepares, presents and conducts at least one emergency preparedness drill each year for the entire agency
• Ensures that emergency supplies, go-kits and other supplies are in place at each site to support staff in an emergency situation.
• Ensures that each site is connected to the local emergency preparedness community (usually operated by the City in which the site is located) and ensures regular communication with the site and the local community.

Board and Fundraising Support

• Coordinates, distributes and files Board correspondence.
• Prepares and keeps materials up-to-date for Board member orientations.
• Assists with Board-related events such as retreats and social activities.
• Attends Board and relevant Agency and community meetings.
• Sends out meeting requests and follow up reminders for Board and Board committee meetings; makes confirmation calls in a timely manner.
• Prepares agendas and handouts, sets up room and refreshments for Board, Executive Committee and other committee meetings, activities and presentations as directed by Executive Director.
• Distributes Board and other meeting information in a timely manner. Drafts agendas, takes minutes, transcribes, and submits them for final approval by the Executive Director.
• Maintains all Board records, such as contact lists and attendance records. Manages Board notebooks and manuals.

OTHER DUTIES

• Supports and complies with the values, policies and practices of Atlantic Street Center.
• Maintains and supports executive, management team, client and Agency confidentiality.
• Works effectively as part of the Administrative Support Team.
• Actively participates in Agency life and program activities. Attends internal agency meetings (e.g. All-Staff meetings, Administrative Support meetings, etc.).
• Represents Agency and Executive Director in the community as requested.
• Performs other related duties as assigned by Supervisor or Executive Director.
• Submits personal timesheets, expenses, leave requests or other administrative requirements to supervisor in a timely fashion.

QUALIFICATIONS

• High School Diploma or GED required, plus two years of college or technical school training in business administration or office and clerical skills or equivalent experience. Bachelor’s degree preferred.
• Minimum of three years’ experience as an administrative assistant.
• Two or more years’ experience providing administrative support to a department head or executive: strongly preferred.
• Available every weekday. Able to work a flexible schedule including evenings as needed.
• Interest in social services and the community highly desirable. Must support Agency mission.
• Paid or volunteer experience with non-profit organizations preferred.
• Typing/word processing skills: 60 wpm.
• Comfortable and proficient with technology, including the Office Suite of tools.
• A professional manner and customer service attitude with donors, Board members, and volunteers.
• Excellent organizational and problem-solving skills, and ability to complete multiple tasks with efficiency and accuracy within the agreed upon time, even with temporary increases in workload.
• High attention to detail.
• Excellent oral and written communication skills.
• Maintain Participant and Agency confidentiality.
• Respond quickly and efficiently to ever-changing situations with a high degree of flexibility.
• Communicate effectively and professionally with people from diverse ethnic and professional backgrounds.
• Maintain effective work relationships with co-workers, partners, and the general public.
• Model appropriate and respectful conflict resolution skills. Manage difficult and stressful situations effectively and calmly.
• Ability to cope effectively with pressure and stress.
• A sense of humor and positive attitude that permeate stress and adversity.
• Work with minimal supervision.

WORKING CONDITIONS

• Work Hours: Superior daily attendance required; Monday through Friday, typically 9 am to 5 pm.
• Position requires working some evenings and weekends (monthly evening board meetings).
• Ability to lift 20 pounds, unassisted.
• Long periods of sitting. Long periods in front of the computer screen, typing.
• Valid Washington State driver’s license and personal vehicle preferred in order to drive whenever necessary to meet program needs. Driving time should not exceed 10% of work week.

DISCLAIMER

This job description indicates in general terms, the type and level of work performed as well as the typical responsibilities of employees in this classification. The duties described are not to be interpreted as being all-inclusive to any specific employee. Management reserves the rights to add, modify, change or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job. Nothing in this position description changes the at-will employment relationship existing between Atlantic Street Center and its employees.

Job Type: Full-time

Pay: $29.00 - $34.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person