What are the responsibilities and job description for the Executive Assistant position at Firefly?
Everyday Firefly's mission-driven employees set out to ensure all children learn, grow, and develop to realize their full potential. Our team does this by empowering families to build a strong foundation and a healthy future through education, advocacy, support, and community connection. Are you looking to be an important part of making a difference in your community?
The purpose of the Executive Assistant position is to support both the Executive Director and the organization by handling various administrative and liaison needs as assigned. This role will frequently manage business related tasks for the organization such as creating reports, organizing travel and accommodation, taking minutes, and other organizational tasks. To do this role properly you should have a detailed understanding of the full Microsoft Office suite, be efficient at solving problems and have experience as an executive or administrative assistant in the past.
Firefly is growing! If you’re looking for an organization with strong cultural values and a commitment to empowering families, its community, and its employees, this could be for you.
As the Executive Assistant, you will:
- Supervise the Administrative Specialist ensuring general office duties are performed in a timely manner. These include maintenance requests, IT issues, mailing, supplies/ordering, equipment, errands, security and purchasing.
- Actively manage calendar, emails and administrative needs and other tasks as assigned for the Executive Director.
- Help prepare for meetings. Ensure the room is ready for a meeting before the session starts. Preparation includes tasks such as greeting guests, room set up and accurately recording of minutes.
- Manage financial transactions and deposits in partnership with the finance department, ensuring accuracy, compliance, and integrity through meticulous record-keeping and reconciliation
- Handle confidential data, written and verbal communication with high discretion.
- Coordinate volunteer activities including workdays and special events
- Plan and orchestrate work to ensure that Executive Director’s priorities are met, organizational goals are achieved, and best practices are upheld
- Use various software, including word processing, spreadsheets, databases, and presentation software.
- Maintain the organization’s profile on various media platforms.
- Assist in organizing company events, meetings, or conferences
- Perform general administrative tasks and other duties and responsibilities as requested.
Qualifications:
- Proven experience as an executive assistant or other relevant administrative support experience.
- Proficient understanding of entire MS Office suite.
- Associates Degree in related field, Bachelor’s Degree preferred
- Ability to organize a daily workload by priorities.
- Must be able to meet deadlines in a fast-paced, quickly changing environment.
- A proactive approach to problem-solving with strong decision-making skills.
- Professional level verbal and written communications skills.
- Willingness and ability to pass background checks, drug tests, and any other examination required by Firefly, federal law and/or the State of Iowa
Firefly is an equal opportunity employer.
We RESPECT our employees and EMPOWER them to address the needs of our diverse community and team. We hire mission-driven people from diverse backgrounds who are interested in doing meaningful TEAMWORK. We are committed to growing and respecting a culture of inclusiveness and diversity.
For consideration please click on the apply button to submit your cover letter and resume/CV.
Job Type: Full-time
Pay: $44,524.00 - $52,516.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible schedule
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Education:
- High school or equivalent (Required)
Experience:
- Administrative: 4 years (Required)
Work Location: In person
Salary : $44,524 - $52,516
