Executive Assistant

JOB DESCRIPTION

Position

Executive Assistant

Department

Administration

Category

Full-time

Classification

Non-exempt

Supervisor

Executive Director

Funding Source(s)

Safety

Not Safety-sensitive

Approved/Revised

January 2024

Position Summary

The Executive Assistant will act as office administrator and coordinate or perform a diverse set of support tasks to ensure the organization, its Executive Director, Board of Directors, and facilities have the support they need to operate smoothly and efficiently.

Duties and Responsibilities

• Supports the various related needs of the Executive Director and administrative offices.
• Oversees the administrative support for strategic initiatives.
• Assist the leadership team with reporting schedules, requirements, and compliance.
• Reviews departmental, maintenance, and other recurring schedules and reports for accuracy and
• Supports the board of directors and its committees.
• Coordinates the acquisition, distribution, and storage of company supplies and shared support services such as mailing, printing, and copying; security procedures and resources; and cleaning and maintenance processes.
• Monitors renovation, installation, and similar projects to ensure plan requirements and applicable health, safety, and legal standards are
• Collaborates with architectural, engineering, design, and planning teams to create functional and productive work and other business spaces.
• Identifies opportunities for cost savings and improvements and efficiency in assigned areas; recommends and implements policy or process changes as
• Performs other related duties as

Education and Experience

• Required: Bachelor's degree recommended.

Three to five years of related experience preferred.

Required Knowledge and Competencies

• Strong organization skills
• A high ability for critical thinking and creative problem solving.
• Willingness to work independently and take ownership for long and short-term projects.
• Ability to effectively manage multiple tasks in a fast-paced work
• Commitment to protecting sensitive client information and maintaining client confidentiality.
• Strong communications skills, with the ability to actively listen and respond respectfully, and to interact and communicate over the telephone.
• Demonstrated ability to consistently provide excellent customer
• Ability to work collaboratively, as a member of a
• Ability to exercise sound judgement and appropriately respond to stressful and/or unexpected
• Technical capacity to learn and utilize various computer-based information management systems and information technology

Working Conditions and Schedule

• This position is based in an open, shared office environment with moderate noise
• Regular, consistent and predictable attendance during regular Monday- Friday business hours as scheduled is required. Occasional weekend or evenings may be required.

Physical and Other Requirements

• Must meet all background check requirements as mandated by funding source(s) and Agency
• Must maintain client confidentiality at all
• Visual acuity to read text in various formats, including a video display
• Manual dexterity to operate keyboard and
• Constantly required to speak and hear in order to effectively communicate over the
• Frequently required to remain in seated, stationary position for extended
• Frequently required to operate a computer, keyboard, mouse, and other
• Occasionally required to participate in training sessions, presentations, and

This position is funded in whole or in part by grant funding and may be contingent upon continued receipt of such funding.

This job description does not constitute a contract of employment. Employment of all staff is "at-will" and may be amended or terminated with or without cause.