Executive Assistant

Overview
We are seeking a dynamic and highly organized Executive Assistant to join our team and support senior leadership with a wide range of administrative and operational tasks. This vital role offers an exciting opportunity to contribute to the efficiency and success of our organization by managing complex schedules, coordinating projects, and providing exceptional office management. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills, ensuring seamless daily operations and executive support.

Executive Assistant Job Description

Job Title: Executive Assistant

Reports to: Executive Director

Job Classification: Part-time 24-30 hours/ week

Work Schedule: Monday-Thursday 9am-3pm

This position provides direct administrative support to the Executive Director.

The Executive Assistant role involves:

• Ensuring efficient Office Coordination.
• Coordinating key aspects of Board Activity.
• Supporting Development efforts.

This encompasses the duties outlined above, as well as any other assigned tasks.

Leadership & Executive Support

• Provide direct administrative assistance to the Executive Director (ED).
• Manage scheduling and coordinate appointments for the ED upon request.
• Initiate and facilitate necessary contacts for the ED.
• Prepare and compile various reports for the directors as needed.
• Assist with non-profit filings and forms when requested.

Board Management & Coordination

• Support the Executive Director with all aspects of Board Meeting preparation.
• Ensure timely distribution of meeting announcements to all board and committee members.
• Distribute meeting minutes and materials for board and committee meetings in advance.
• Coordinate logistical arrangements for Board meetings.
• Maintain accurate records of board and committee minutes, adhering to the guidance of the Board Secretary.
• Assist with additional committee activities as requested.

General Office Operations

• Manage Accounts Payable (AP) check processing and ensure accurate filing of receipts.
• Handle daily mail and manage parcel shipping.
• Support staff by compiling information and preparing spreadsheets.
• Purchase and reorder necessary office supplies, ensuring compliance with budget constraints.
• Provide first-line troubleshooting for office equipment.
• Facilitate communications with all external and internal stakeholders (Donors, Clients, Volunteers, and Staff) via in-person interactions, telephone, and email.

Development & Outreach Assistance

• Provide support for fundraising events as required.
• Assist with maintaining the organization's online presence, including social media postings and website updates, upon request.

Required Qualifications & Experience:

• Education: High School Diploma or equivalent.
• Technical Expertise: Advanced proficiency in office software (e.g., Microsoft Office, Google Workspace), Customer Relationship Management (CRM) tools, and video conferencing platforms.
• Organizational Management: Proven ability in complex calendar management, coordinating travel, and organizing events.
• Communication Skills: Exceptional written and verbal communication, including professional report drafting and managing executive correspondence.
• Project and Initiative: Demonstrated capacity for project management, proactively identifying process improvements, and anticipating executive needs.
• Interpersonal and Discretionary Skills: High level of emotional intelligence, adaptability, diplomacy, and the ability to securely manage highly confidential information.
• Business Acumen: Foundational understanding of business operations, basic financial knowledge (e.g., budgeting), and strategic thinking.

Key Performance Indicators (KPIs):

• Effectiveness in supporting both the Executive Director and the Deputy Director.
• Consistent completion of all tasks with promptness and meticulous attention to detail.
• Collaborative approach, engaging relevant staff to resolve issues and identify solutions.
• Success in streamlining operations, eliminating redundancies, and enhancing overall effectiveness.
• Efficient implementation of new procedures.

The Executive Assistant position requires the following physical capabilities:

• Prolonged Sitting: The role involves extensive sitting, typically accounting for 70% or more of the workday, with occasional periods of standing and walking.
• Fine Motor Skills: High-level finger dexterity is required for frequent typing, mouse use, operating standard office equipment, and handling documents.
• Lifting and Movement: The ability to frequently lift or move items weighing 10-15 pounds (e.g., office supplies, files) and occasionally lift items up to 25-40 pounds (e.g., boxes of files, light equipment) is required.
• Mobility and Posture: Tasks necessitate physical movements such as bending, stooping, kneeling, and reaching to access storage (e.g., file cabinets or shelving).
• Communication and Vision: The assistant must possess the ability to read computer screens and close-up documents, as well as to hear and speak clearly for both in-person and telephone communication.
• Work Environment: The work is performed primarily in a standard, climate-controlled office setting with minimal noise.

Acknowledgment:

This document describes the general nature of the work for this position and is not an exhaustive list of all required responsibilities, duties, and skills. This job description does not constitute a contract for employment. Employees are required to immediately inform their supervisor of any physical limitations or necessary accommodations to perform their job functions.

This company is an Equal Opportunity Employer, a drug-free workplace, and complies with applicable ADA regulations.

Pay: From $25.00 per hour

Benefits:

• Paid time off
• Professional development assistance

Work Location: In person