Executive Administrative Assistant

Position Overview:

The Executive Administrative Assistant provides a wide range of support services to the Executive Director. As the Executive Director has a very demanding schedule, the role of the Executive Administrative Assistant is to ease his/her workload by taking on most of the high-level administrative duties. The Executive Administrative Assistant must keep the office of the Executive Director running smoothly.

In addition, the Executive Administrative Assistant is also responsible for providing support to agency personnel and support for the daily operations of the business.

Essential Job Responsibilities:

Professional Skills

• Verbal and written communication skills - including the ability to communicate ideas and information concise and clearly as well as understand and follow verbal and written instructions
• Demonstrate excellent business writing, editing, and formatting
• Effective decision-making and problem-solving skills
• Adapt quickly and professionally to changes, delays, or unexpected circumstances
• Approach responsibilities pro-actively
• Simultaneously manage a variety of assignments while still meeting deadlines; prioritize
• Complete assignments with minimal supervision
• Ensure attention to detail and high quality accuracy
• Demonstrate organizational and record-keeping skills
• Analytical skills
• Conduct business in a confidential and professional manner
• Knowledge of office practices and procedures

Professional Relationships

• Represent the agency in a professional manner at all times by modeling integrity, upholding ethical standards, and demonstrating solid interpersonal skills
• Interface with high-level internal and external contacts requiring considerable discretion and initiative
• Contribute to the team effort by accomplishing related results
• Sensitivity to people with Intellectual or Developmental Disabilities (I/DD) and their families

Administrative Support

• Assist with and maintain the Executive Director’s calendar and meetings
• Conserve the Executive Director’s time by routing and/or screening correspondence, drafting letters and documents, and initiating communications
• Assist in the planning of meetings
• Prepare reports, announcements, and agendas for various types of meetings (e.g, Board, Executive, Administrative, Finance, etc.)
• Record and transcribe minutes for various types of meetings (e.g, Board, Executive, Administrative, Finance, etc.); track action items
• Develop and maintain Excel spreadsheets
• Responsible for office organization, records maintenance, and coordination of functions with those from various departments; file and retrieve agency documents, records, and reports
• Conduct research as well as collect and analyze information to keep the Executive Director and business up-to-date on things important to the business
• Coordinate and manage projects that may involve working with all levels of management, staff, or external partners
• Make travel arrangements including airline, hotel, rental cars, and per diems for all levels of staff
• Ensure the daily operations of the business are administered and maintained with a high degree of professionalism and excellence
• Greet visitors, answer incoming calls, and respond to email inquiries with a positive, pleasant attitude; direct inquiries and provide requested information as needed
• Maintain phone greeting and messaging system
• Process and distribute incoming mail
• Compile and dispense bulk mailings
• Ensure operation of office equipment by completing preventative maintenance requirements; troubleshoot malfunctions; call for repairs
• Organize, inventory and order/purchase office supplies; anticipate supply needs; verify receipt of supplies
• Maintain and update mailing and membership lists; monitor agency passes
• Send donor acknowledgement letters
• Assist with preparation of agency fundraising events in addition to being in attendance at said events
• Create monthly newsletter
• Update agency website and social media accounts
• Develop and utilize filing and retrieval systems, record keeping, and data entry
• Maintain a professional, clean, and safe office environment
• Willingness to learn new office technology
• Act as a liaison with the building management on day to day issues
• Other duties as assigned.

Financial and Accounting Skills

• Support the processing and filing of documents
• Deposit revenue received and distribute paperwork when necessary
• Notify appropriate staff of contributions received
• Track and record postage and copy machine usage and charges
• Help track petty cash funds
• Assist with the annual audit when necessary

Personnel Supervision

• Interview, hire, and train employees as well as assign, direct, and oversee their work
• Conduct performance evaluations including rewarding and disciplining employees
• Address complaints and resolve problems amongst employees
• Apprise, and implement, established personnel policies and procedures
• Provide regular support and guidance through routine supervisory meetings

Physical Prerequisites:

• Hear and concentrate over a wide array of noises
• Operate office equipment such as a computer, scanner, fax machine, postage meter, and copy machine
• Sit and work at a computer for long periods of time
• Ambulatory to accomplish office tasks
• Lift (up to 25 lbs.) and carry equipment/material

Qualifications:

• 5+ years of Executive Administrative Assistant experience
• Certified Administrative Professional (CAP) designation earned through the International Association of Administrative Professionals (IAAP), preferred
• Associate or Bachelor’s Degree in field such as business administration/management, preferred
• Possess advanced knowledge and experience with Microsoft Office
• Type 50+ words per minute
• Experience with database software
• Willingness to learn new computer programs to keep ahead of advances in technology
• Basic bookkeeping knowledge/experience
• General understanding of business processes and functions
• Valid driver’s license, auto insurance, and a good driving record