Executive Assistant

Under the supervision of the Executive Director, the Executive Assistant provides complex administrative support to the Executive Director and Board of Directors. Provides high-level administrative support, conducts research, handles information requests, and performs clerical functions such as correspondence preparation, visitor reception, scheduling conference calls and providing support for meetings. This position serves as the agency emergency preparedness coordinator and provides coordination and support for facilities and vans. Position requires superior daily attendance, occasional after hours support, and a commitment to and understanding of diversity, equity and inclusion.

Our generous benefits include 16 days of vacation, 12 sick days and 11 holidays annually. Employee monthly premiums for health, dental & vision benefit are available at no cost to the employee on the first of the month following 60 days.

Executive correspondence and scheduling

1. 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.

2. Keeps informed of Executive Director’s schedule and upcoming meetings and events.

3. 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.

4. Ensures Executive Director is prepared for meetings including refreshments and meeting materials.

Correspondence, Documentation and Reports

5. Performs word processing; drafts, edits, proofreads, formats, and finalizes Executive and Agency correspondence, documents, reports, and presentations for the Executive Director.

6. Ensures timely responses to correspondence. Prepares and follows up with Executive Director’s correspondence: memos, “Thank You letters, reports, follow-up phone calls.

7. Creates and maintains database information (e.g. Excel, donor database, etc.)

8. 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.

Qualifications

- High School Diploma or GED required,

- Two years of college or technical school training in business administration or office and clerical skills or equivalent experience preferred

- Minimum of one year of 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 occasional evenings as needed (usually once a month).

- Interest in social services and the community highly desirable. Must support Agency mission.

- Typing/word processing skills: 60 wpm.

- Comfortable and proficient with technology, including the Office Suite of tools.

- Communicate effectively and professionally with people from diverse ethnic and professional backgrounds.

- A sense of humor and positive attitude that permeate stress and adversity.

- Work with minimal supervision.

To apply, please email us a cover letter and your resume.

Job Type: Full-time

Pay: $50,000.00 per year

Benefits:

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

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
PPE is provided. You will have your own office. Shared spaces have air purifiers.

Experience:

• supporting department head or executive: 2 years (Preferred)
• Administrative Assistant: 1 year (Preferred)

Work Location: One location