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Executive Office Assistant
2 months ago
Salary: $15-$20 DOE
Role Summary:
Under the guidance of the Executive Director, the Executive Administrative Assistant will be responsible for a variety of tasks that support the organization's leadership and operational functions.
Key Responsibilities:
1. Support for the Board of Directors:
- Coordinate logistics for both in-person and virtual meetings of the Board of Directors.
- Communicate essential meeting details to Board members, including agenda preparation, timely distribution of materials, and minute-taking during meetings.
- Assist in scheduling subcommittee meetings and calls.
- Provide general assistance to the Board, including maintaining contact lists and responding to inquiries.
- Manage executive and board documentation, including travel arrangements and reimbursements for Board members.
- Maintain organized records of Board minutes and agendas, as well as those for other relevant councils and meetings.
2. Administrative Assistance:
- Draft correspondence, reports, grants, purchase orders, and financial documents for the Executive Director.
- Support Human Resources in recruitment efforts and data entry into various systems.
- Participate in agency committees aimed at enhancing internal and external operations.
- Keep updated contact lists of funders and agency partners, and maintain a central repository of contracts and correspondence.
- Provide information to facilitate effective workflow within the office.
3. Social Media Management:
- Implement a strategic approach to social media that drives results.
- Create and curate engaging content for social media platforms and the agency's website.
- Ensure a consistent brand voice across all social media channels and the agency website.
- Engage with users by responding to messages, inquiries, and comments, directing them to the appropriate department as needed.
- Develop and distribute the agency's newsletter.
Additional Requirements:
- Flexibility, organization, and productivity with strong time management skills are essential.
- Ability to work independently and take initiative.
- Personal transportation is necessary.
- Strong written and verbal communication skills are required for preparing grants, reports, and delivering presentations.
- Ability to work collaboratively within a team and relate well to a diverse population.
- Must pass a criminal background check and substance abuse screening.
Competencies:
- Oral Communication: Clearly articulates ideas in various situations.
- Teamwork: Collaborates effectively with others to foster a positive team environment.
- Written Communication: Produces clear and informative written materials.
- Ethics: Demonstrates integrity and ethical behavior in all actions.
- Innovation: Approaches challenges with creativity and resourcefulness.
- Judgment: Makes sound decisions and supports reasoning effectively.
Education and Experience:
- Preferred: Bachelor's degree in Business Administration with two years of relevant experience; or an Associate's degree with three years of experience.
- Equivalent combinations of education and experience may be considered. Strong management skills and access to personal transportation are crucial. Proficiency in word processing and relevant software is required.
Work Environment:
- Work is conducted in standard office and field settings.
- Physical demands include the ability to sit or stand for extended periods, perform light lifting, and operate office equipment.
Conduct Standards:
- Employees must be sensitive to the cultural and social diversity of the community served.
- Confidentiality must be maintained at all times.
- Employees should represent the agency with professionalism and courtesy.
- Commitment to continuous improvement in quality and performance is essential.
At-Will Employment:
- This job description does not constitute an employment contract. Management reserves the right to modify this description at any time.
Safety Policies:
- Employees must adhere to the agency's safety policies and procedures as outlined in relevant documentation.
