What are the responsibilities and job description for the Executive Assistant position at Eggleston Services?
Executive Assistant - Enjoy a rewarding and challenging position with a nonprofit organization that has been helping educate, train, and provide employment opportunities for individuals with disabilities since 1955.
We are currently seeking applicants for a full-time Executive Assistant Monday-Friday 8:00 am - 4:30 pm.
PRIMARY FUNCTION
QUALIFICATIONS
ESSENTIAL DUTIES
1. Provides administrative and secretarial support for the Board of Directors and committees of the Board, as assigned, by:
- Coordinating the scheduling and set up of meetings
- Recording and transcribing meeting notes
- Preparing and distributing monthly information packets to Board and staff members; maintaining records of minute articles of incorporation
- Disseminating information to members of the Board as requested via e-mail, phone, or correspondence.
2. Assists in managing the day-to-day operational needs of the by:
- Providing and coordinating coverage for the front desk receptionist, i.e., relief for breaks, and coverage for absences.
- Ordering and maintaining an adequate inventory of office supplies
- Overseeing the functioning of copiers, printers, fax machines, and computers, coordinating repairs
- Serving as a liaison with other departments and operating units in the resolution of day-to-day administrative and operational problems.
- Being in charge of the issuance of keys for Ingleside corporate offices
- Acting as the first point of contact for room reservations, equipment reservations, etc. for Board meetings and outside agencies utilizing meeting rooms at a corporate office building.
3. Provides professional administrative support for multiple members of the management team and other staff by:
- Recording and transcribing meeting minutes
- Assisting with projects that could include visual presentation materials, professional correspondence, and reports
- Performing routine analyses and calculations in the processing of data for recurring internal reports
- Assisting users with minor/routine computer problems and software questions
- Establishing, maintaining, and updating files of all required executive and administrative contracts, materials, or documents
- Assisting with setup of room, equipment, refreshments, etc., for meetings as needed and requested.
4. Manages the corporate phone system by:
- Keeping system information current based on notification of new hires and separations .
- Recording appropriate public greetings
- Setting up and instructing new users
- Placing service calls as needed.
- Developing and distributing a bulletin, at least
- Keeping the events listing up to date. Tabulating Employee Surveys
6. Supervises corporate receptionist which includes recommendations for hiring, firing, performance evaluation, training, monitoring performance and work allocation, and problem resolution.
7. Performs other such duties as directed by members of the Management Team or Board of Directors.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
- General office procedures and equipment.
- Customer service standards and practices.
- Microsoft Office software applications.
- Structure, function, and operating procedures for the Board of Directors.
- Organizing, managing, and prioritizing multiple tasks.
- Conflict resolution and negotiation.
- Using a computer to perform work duties.
- Operating and troubleshooting office equipment.
- Communicating effectively both orally and in writing.
- Succinctly and accurately recording the essential elements of meetings in minutes.
- Utilize critical thinking processes to facilitate decision-making.
- Meet standards set for the quality and timeliness of work.
- Establish and maintain effective working relationships.
- Work independently with minimal direct supervision.
- Exercise good judgment. Quickly learn and utilize multiple software applications.
Interested applicants should visit www.egglestonservices.org select Careers/Current Opening/the position you are interested in/Click the “Apply” button. Proof of an acceptable driving record must accompany the application to be considered.
Equal Opportunity Employer/ Male/Female/Disabled/Veteran/Affirmative Action Employer -does not discriminate in employment based on race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, and membership in an employee organization, retaliation, parental status, military service, protected veteran status or other non-merit factor.
