Executive Assistant

3 weeks ago

Saint Louis, United States Humane Society of Missouri Full time
Job DescriptionJob Description

Our Executive Assistant to our President is retiring She has been the person in our organization that knows a little bit about everything and makes all things administrative run like a well-oiled machine. We need to find a very special person that can keep these administrative activities going, but also take on some projects from other departments. If you are an animal lover and interested in more than the typical admin job, this position may be for you

These are the typical duties:

Administrative tasks for the President:

  • Prioritizes items in President's inbox and follows instructions for sending items from outbox.
  • Maintains President's calendar.
  • Creates expense reports.
  • Creates monthly lists of employee birthday and anniversaries and makes sure that the President signs congratulatory cards.
  • Submits time off approvals to the President for direct reports.
  • Assists in quarterly board meeting preparation; edits the presentation in PowerPoint, edits the agenda, makes copies, orders food, prepares the meeting room, etc.
  • Attends board meetings and takes notes.
  • Keeps files for the President.
  • Other duties, such as wrapping holiday gifts for employees or board members.

Administrative tasks for the organization:

  • Responds to Administrative entrance visitors; admits and/or greets.
  • Sorts the mail for the organization daily.
  • May reserve meeting rooms and create meeting invitations for other department heads as needed, including ordering lunches.
  • May field calls from the public as needed.
  • Orders paper for the copier, postage machine supplies or other office supplies.

Assists the Development/Fundraising Department:

  • Processes credit card payments that come in the mail.
  • Handles mail that has incorrect info or takes recipients off our mailing list as requested.
  • Takes donations by phone or in person.
  • May help process tributes/memorials.
  • Assists with formatting funding proposals, cover letters, reports and mailing.
  • Assists with printing, collating and providing agendas for monthly group status meetings.
  • Track event sponsorships through Trello software.

Assists the Human Resources Department:

  • Reviews and files on-the-job accident and medical reports, sending them to the insurance company, and codes related invoices for payment.
  • Creates a list of injuries for Safety Committee monthly meetings.
  • Runs the "Safety Bingo" program; sending out emails with the bingo number, hands out gift card rewards, distributes new bingo cards, and maintains the bingo card and gift card supply.
  • Sends out gift cards for attendance incentives as directed monthly.
  • Runs the Service Anniversary Award program; notifies vendor of upcoming anniversaries and sends award packet to employees before their anniversary.

Qualifications:

  • A minimum of 5 years of administrative assistant experience.
  • A high school diploma is required, some college would be a plus.
  • Detail orientation including amazing proofreading skills.
  • Ability to keep information confidential.
  • A pleasant demeanor and a can-do attitude.
  • Experience with Outlook (including calendar management), Word, Excel, and PowerPoint.
  • Must like cats and dogs

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