View Our Website View All Jobs

Executive Administrative Assistant

GENERAL JOB DESCRIPTION

Works in an administrative team environment to assist the agency handling various financial records, record keeping, office equipment, computer programs, administrative and data entry requirements.  Also assists with program tasks, administration tasks, and supervises administration staff and volunteers.

DUTIES

Fundraising and Event Planning

  • Builds relationships with donors and grant makers
  • Plan and execute fundraising events such as Holiday Meal program, golf outing and other events as assigned. Attends as host of event.

Administrative Assistant

  • Completes a broad variety of administrative tasks for the Executive Director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Executive Director’s time and office.
  • Communicates directly, and on behalf of the President and CEO, with Board members, donors, Foundation staff, and others, on matters related to CEO's programmatic initiatives.
  • Provides a bridge for smooth communication between the Executive Director’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Coordinate meeting schedules and use of the conference rooms; including setting up for meeting (e.g. ensuring proper room prep, beverage service, and proper room restoration)
  • Provide administrative support services within the agency, including data processing, and mailing of materials.
  • Receive and screen incoming visitors and telephone calls.
  • Prepare and deposit outgoing agency mail; register incoming mail.
  • Maintain check and cash log of all incoming checks and cash.
  • Maintains and update all agency mailing lists.
  • Coordination and preparation for the Agency’s Annual Meeting
  • File materials appropriately in manner that allows for easy retrieval.
  • Complete postage and copying requests; keep track of postage meter maintenance.
  • Maintains appearance of reception and copying areas.
  • Responsible for recruiting volunteers and interns for assisting agency in light work and administrative duties
  • Assist with tenant relations for the building such as coordinating meeting room requests and other tasks as assigned
  • Perform other duties as assigned

Board of Directors Support

Board meetings :

  • Email invitations
  • Prepare and distribute meeting materials/booklets
  • Coordinates all logistics and preparations
  • Complete minutes following each meeting

Executive Committee meetings - quarterly:

  • Email meeting notification and track RSVPs for quorum
  • Prepare and distribute meeting materials
  • Coordinate all logistics and preparations
  • Complete minutes following each meeting

All other Committee meetings:

  • Email meeting notification and track RSVPs for quorum
  • Update materials for distribution at meeting
  • Email agenda and minutes from last meeting
  • Coordinate all logistics and preparations
  • Complete minutes following each meeting

Finance & Audit Committee meetings - quarterly:

  • Email meeting notification and track RSVPs for quorum
  • Prepare and distribute meeting materials, including materials from external vendors
  • Coordinate all logistics and preparations
  • Complete minutes following each meeting

 

E-Mail the board of directors' roster at least once/year

Mail the request for updated photos and calendar of meetings annually

Contacts:

  • Board of Directors - Current,
  • Directors
  • Department Managers Staff
  • Vendors - caterers, other suppliers
  • Interface with the Executive Director's contacts which include senior management, attorneys, consultants, etc.

Decision making & influencing:

Decisions made:

  • Determine processes for completing job tasks
  • Prioritization of tasks within pre-determined schedule (unless urgency to particular task)
  • Orchestrate the logistics of events

Decisions referred to another:

  • All written board correspondence must be approved
  • All project work/research results must be reviewed
  • Non-standard decisions are referred to appropriate person

 

Read More

Apply for this position

Required*
Apply with Indeed
Attach resume as .pdf, .doc, or .docx (limit 2MB) or Paste resume

Paste your resume here or Attach resume file

150
Human Check*