Executive Assistant

Description

Essential Functions

• Supports the Executive Director (ED) in meeting duties and responsibilities, managing the Executive office
• Works collaboratively with all members of the management team in meeting the mission and vision of the organization
• Serves as a leader in the organization and positively contributes to the workplace climate
• Assists with grant writing and preparation of grant applications as needed
• Reads, records and routes incoming mail
• Takes dictation and transcribes notes on computer or transcribes from voice recordings.
• Composes and types routine correspondence
• Organizes and maintains file system, and files correspondence and other records
• Receives the ED 's telephone calls, and arranges conference calls
• Coordinates schedule and makes appointments for the ED
• Arranges and coordinates travel schedules and reservations
• Arranges meetings and sends correspondence on behalf of ED
• Answers emails and correspondence on behalf of the ED or governing bodies 
• Prepares and/or proofread articles and correspondence before they are approved by the ED
• Prepares outgoing mail, memos and correspondence
• Works with management in supply orders, and arranges for equipment maintenance
• Participates in program strategic planning and self-assessment processes
• Develops relationships with community partners, representing the agency
• Coordinates and arranges meetings and staff events, and prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings
• Attends Board of Directors and Policy Committee meetings monthly and other special scheduled meetings (after hours)
• Organizes company events and ED’s activities
• Prepares materials for presentations
• Assists in special projects
• Maintains communication with staff and public in general, including website and social media
• Communicates with staff in the areas of program updates, policies, and procedure changes
• May serve as a liaison between program agency, board, grantee, policy groups, community agencies, and private sector
• Develops and coordinates an administrative organization plan which delegates staff tasks, maintains line of authority and provide for channels of communication
• Maintains company documents and keeps them up to date
• Receives and maintains contracts, partnership agreements, and interagency agreements
• Researches and prepare reports
• Develop and maintain documents filing and retrieval system for organizational correspondences and records
• Prepare, review and process documents, agreements and procurement bids requested by the ED
• Maintains fiscal internal controls for checks and invoices
• Assists in annual program evaluation and development of annual report
• Reviews and adheres to all program regulations, including the Head Start Performance Standards and childcare licensing requirements
• Additional responsibilities as required

Requirements

Required Education and Experience

• Bachelor’s Degree in communication or related field
• Experience working in an office setting.  Minimum 7 years
• Experience working directly for a Manager or Director.  Minimum 5 years

Competencies

• Ability to communicate effectively both verbally and in writing
• Ability to maintain precise records
• Ability to work as part of a team as well as individually
• Commitment to serving in a community agency serving vulnerable communities 
• Dedication to working closely and cooperatively in a community-based organization with diverse staff, clients, families and/or partnerships
• Sense of humor, high ethical professional standards, and multi-cultural perspective
• Flexible and adaptable to change and/or able to acquire the necessary skills to work in a creative and demanding environment including the ability to problem-solve and manage ambiguity and adversity
• Ability to work in an open, fast-paced, nontraditional agency under high pressure and sometimes competing deadlines
• Ability to demonstrate cooperative behavior and communicate well with all levels of staff, supervisors, children and families
• Computer literate and comfortable with acquiring new technology skills
• Ability to direct and lead staff
• Ability to work with children and adults
• Ability to maintain confidentiality within the organization
• The ability to have continual interaction with co-workers, parents, and children to provide information.  Must relate positively to adults
• The ability to frequently face deadlines with attention to detail and must complete tasks in a timely manner
• Considerable amount of variable levels of concentration with frequent or constant interruptions
• Must be able to handle multi-faceted tasks on a frequent basis
• Must have the ability to read, analyze and interpret data and legal documents
• Must have the ability to respond to common inquiries or complaints from staff, management or children and their families
• Must have the ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations
• Understand statistical data and charts
• Ability to define problems, collect data, establish facts and draw valid conclusions
• Ability to interpret an extensive variety of instructions and deal with several abstract and concrete variables

Salary : $60,000 - $65,000