What are the responsibilities and job description for the Executive Assistant position at Wafa House?
Job Description: Executive Assistant
Position Title: Executive Assistant
About Wafa House
Wafa House is a nonprofit organization which specializes in serving the needs of survivors of domestic violence. This organization offers a range of services with a culturally sensitive approach including clinical mental health services, social services, and legal advocacy and representation. At Wafa House, our mission is to serve and strengthen individuals who need financial and emotional support and help them feel a sense of community.
Purpose: At Wafa House, the executive assistant is responsible for facilitating the communication amongst staff. They coordinate team meetings, as well as manage the primary phone line for the organization. They are responsible for administrative tasks as well as documenting purchases made with budget funding from within the organization.
Duties and Responsibilities
Executive Assistant
Qualifications
Position Title: Executive Assistant
About Wafa House
Wafa House is a nonprofit organization which specializes in serving the needs of survivors of domestic violence. This organization offers a range of services with a culturally sensitive approach including clinical mental health services, social services, and legal advocacy and representation. At Wafa House, our mission is to serve and strengthen individuals who need financial and emotional support and help them feel a sense of community.
Purpose: At Wafa House, the executive assistant is responsible for facilitating the communication amongst staff. They coordinate team meetings, as well as manage the primary phone line for the organization. They are responsible for administrative tasks as well as documenting purchases made with budget funding from within the organization.
Duties and Responsibilities
Executive Assistant
- Assist the Executive Director and staff with daily activities
- Draft emails, documents, reports, and memos for staff when needed
- Support the staff with comments/ questions and technical issues
- Send out meetings and timesheets reminders
- Complete Minutes for all staff meetings
- Complete detailed client intake form
- Provide information, over the phone and in person, to our clients and other organizations
- Answer general phone calls from other organizations, centers, and answer questions.
- Support budgeting and bookkeeping procedures
- Make deposits in the bank
- Follow up with the Director regarding any payment requests from service providers.
- Pay all the bills to keep the services and the organization running smoothly.
- Make purchases funded by grants and keep a record of receipts.
- Check all inboxes affiliated with Wafa House
- Check the P.O Box and file mail accordingly.
- Scan mail and store appropriately.
- Keep a record of important documents.
- Liaise between Director and third parties when discussing office matters
- Onboard any new staff along with management of their emails
- Assign Google voice numbers to staff
- Reset passwords for staff
- Suspend accounts for terminated or resigned staff
- Facilitate communication between designated HR system and staff
- Work closely with representatives to maintain compliance while enforcing workplace compliant policies
- Develop ideas to resolve gaps within the workplace and enforce them
- Establish communication with third party in order to ensure a safe work environment
- Communicate with staff and assist in the resolution of any discomfort in the workplace
- Perform other duties as assigned
- Show commitment to the organization’s values and principles
- Show commitment to the vision and the mission of Wafa House.
Qualifications
- Fluency in Arabic
- Strong organizational and time-management skills
- Strong record-keeping and writing skills
- Bachelor’s Degree
- Strongly defined sense of professional boundaries.
- Effective analytical and problem-solving skills and ability to exercise sound judgment in decision making.
- Ability to work collaboratively and harmoniously with the Wafa House team.
- Excellent time management and prioritization skills.
- Ability to take direction and work with minimal supervision.
- Must be computer savvy and proficient in Microsoft Office and Google Docs
- Strong willingness to initiate deadlines and time frames for assignments
- Proficient in Microsoft Office and Google Suite Products
- Experience creating materials on Canva
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