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Executive Assistant

2 months ago

Phoenix, Arizona, United States Southwest Center for HIV AIDS INC Full time
Job Description

**Job Summary**

The Southwest Center for HIV AIDS INC is seeking a highly skilled and organized Executive Assistant to provide administrative support to the Executive Director and executive management team. As a key member of the team, you will play a critical role in advancing the organization's programmatic mission.

Key Responsibilities:

  • Administrative Support: Provide high-level administrative support to the Executive Director and senior management team, including managing calendars, coordinating schedules, and preparing materials for meetings.
  • Meeting Coordination: Assist with the Executive Director's meetings, including preparation of materials, sending calendar invites, attendance tracking, taking notes, and coordinating follow-up/action items.
  • Calendar Management: Support multiple calendars and email boxes, and schedule team meetings.
  • Request Prioritization: Prioritize requests from the Executive Director and Senior Management team, including responding to urgent and time-sensitive requests.
  • Community Representation: Attend community events and meetings with the Executive Director, representing the Center and Executive Director in a professional and positive manner.
  • Program Development: Participate in program and organizational development, and attend team meetings as needed.
  • Employee Engagement: Support the coordination of company-wide employee events with HR to enhance employee engagement.
  • Board Support: Manage and coordinate board meetings, including drafting the meeting agenda with support from the Board Chair and Executive Director, putting together the board packet, sending calendar invites, setting-up and supporting hybrid meetings, and taking meeting minutes for board and committee meetings.
  • Correspondence and Reports: Prepare and edit correspondence, reports, presentations, and other documents as needed.
  • Board Book Management: Manage the Board Book, annual conflict of interest statements for the Board of Directors, annual board trainings, and annual AZ Corporation Commission filing for the Board of Directors.
  • Vehicle Use: May drive a personal vehicle to complete business-related duties, such as attending off-site meetings with the Executive Director and picking up office supplies, donations, catering, and other required items.
  • Project Management: Support management on projects that affect the organization, such as the City Annual Report.
  • HR Support: May provide HR personnel/admin support.
  • Inventory Management: Manage the inventory of general office supplies and break room supplies.
  • Data Entry and Record Keeping: Manage data entry, record keeping, and reporting related to all gifts, including generating gift acknowledgments, annual tax receipts, and donor recognition lists.
  • Annual Reports: Assist with the preparation and distribution of the annual report and donor stewardship reports.
  • Event Logistics: Partner with the Board of Directors, development team, and volunteers to organize logistics for fundraising events, including setting up and tearing down events.
  • Expense Reconciliation: Maintain receipts for credit card purchases for the Executive Director and complete monthly credit card reconciliation for the Executive Director.

Requirements:

  • Education: High school diploma or equivalent required.
  • Experience: Minimum of 3 years of work experience in an administrative support role with increasing responsibilities.
  • Communication and Interpersonal Skills: Provide exceptional communication and interpersonal skills (both written and verbal).
  • Technical Skills: Possess a strong proficiency in MS Office software suite, PC operations, and basic office equipment.
  • Fundraising Software: Experience using fundraising software.
  • Event Volunteer Management: Experience working with event volunteers and volunteer committees.
  • Attention to Detail: Strong attention to detail with high standards for accuracy.
  • Customer Service: Demonstrate strong customer service skills.
  • Time Management: Ability to track and meet deadlines.
  • Initiative and Teamwork: Dedicated, motivated individual with the skill to take initiative and the ability to work both independently and with teams in a fast-paced environment.
  • Driver's License: Possess a valid driver's license, insurable driving record, and access to a personal vehicle for work-related activities.
  • Cultural Competency: Demonstrate cultural competency to professionally and respectfully serve the LGBTQIA2S+ communities.
  • Equal Employment Opportunity: All agency employees must be able to work effectively in a mission-driven agency whose clients and staff exhibit significant diversity with respect to race, ethnicity, sex, gender identity, sexual orientation, socio-economic status, nationality, and religion.

Preferred Qualifications:

  • Healthcare Experience: Experience working in healthcare, HIV/AIDS prevention, or LGBTQIA2S+ organizations.
  • Education: Bachelor's degree.
  • Executive Director Support: Experience working as administrative support for an Executive Director, preferably at a nonprofit organization.

Environmental Factors, Physical Requirements, and Compliance:

  • Schedule: Flexible schedule that will include some evenings and weekends.
  • Work Environment: Work primarily in a climate-controlled environment with minimal safety/health hazard potential. Work may also be conducted in environments such as outdoor events, bars, and community centers.
  • Physical Demands: While performing the duties of this job, the employee is regularly required to walk, sit, stand; use hands, talk, and hear. The employee is occasionally required to reach with hands and arms. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. Manual dexterity and the ability to lift up to 20 pounds are required. This position may require the employee to occasionally climb, balance, stoop, kneel, crouch, bend, or crawl.
  • Certifications: Currently have, or be able to obtain within 90 days of employment, a valid Fingerprint Clearance Card. Currently have, or are able to obtain within 7 days of employment, a current flu vaccination. Currently have, or are able to initiate within 7 days of employment, a clear TB test.