The Executive Assistant maintains a welcoming atmosphere for guests and provides a variety of administrative and clerical support through daily tasks assisting the members of the Executive Team (President/CEO, Chief Operating Officer, VP of Research and Planning, VP of Regional Programming and Partnerships and Director of Development and Communications).
Essential duties and responsibilities
Executive Organization • Utilizes various organizational and communication tools to assist Executive Leadership team manage outstanding work and meet deadlines. • Assists President/CEO in managing their schedule, meetings and task list, communicating with internal and external constituents as requested. • Responds to inquiries on President/CEO’s behalf, including those of a highly sensitive and confidential nature. • Performs clerical and administrative tasks including assisting in drafting, preparing, vetting printing and sending letters, emails, memos, invoices, forms, reports, and other documents for executive staff. • Schedules, sets up and attends meetings, taking notes and recording minutes. • Assist in assembly of meeting packets and communication materials. • Monitors job application responses and communicate with applicants as requested by the COO • Coordinating catering for committee, board, and other meetings, to include picking up items for event/activity. • Make travel arrangements for agency staff as well as for all outside professionals visiting. Office Management • Responsible for managing DBWPC’s main phone line during business hours and direct calls or take messages as appropriate. • Greet visitors to DBWPC by welcoming them to the office, inquiring as to the nature of the visit, contacting the appropriate staff person, and guiding the visitor to the appropriate space. • Set up and maintain automated phone messages and/or menus that will respond to phone calls when the office is closed. • Monitors general office supplies and postage. • Organize and maintain office environment. • Maintain and manage office equipment including printer, phones, etc. (e.g. changing toner in a printer). • Assists in general Microsoft SharePoint organization and maintenance. • Responsible for managing incoming correspondences (faxes, emails, phone messages, etc.) and direct to the appropriate person for follow up. • Sends outgoing correspondences, including faxes, letters, publication materials etc. • Performs additional duties as assigned by executives. Secondary Functions • Support DBWPC events and activities Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions listed above.
• Excellent Writing and Grammar/editing skills, communicating effectively as appropriate for the needs of the audience • Professional attitude, demeanor and appearance • Keen attention to detail • Proficient use of Microsoft Office Suite (Word, Excel, SharePoint, Outlook. PowerPoint) • Experience working in a CRM or other record management software with the ability to learn new or updated software • Experience in or proficient in using web based communication solutions (e.g, Zoom, webinar platforms) • Managing one's own time and the time of others • Flexible and adept to fast-paced, changing environments • Execute quality documents, projects etc. on tight deadlines • Handle multiple tasks simultaneously • Give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times • Effectively adjust actions in relation to others' actions • Understand the implications of new information for both current and future problem-solving and decision-making • Monitor/Assess performance of oneself, other individuals, or organization to make improvements or take corrective action • Listen to and understand information and ideas presented through spoken words and sentences • Concentrate on a task over a period of time without being distracted • Combine pieces of information to form general routines and conclusions • Understand importance of and maintain confidentiality with HIPAA protected information as well as, discern sensitive/confidential information learned through daily tasks
Education and Experience
Required Education and Experience • 3 years’ Executive Assistant work experience Preferred Education and Experience • Executive Assistant experience in nonprofit office environment