Executive Administration Assistant

• Verbal and written communication skills - including the ability to communicate ideas and information concise and clearly as well as understand and follow verbal and written instructions

• Demonstrate excellent business writing, editing, and formatting
• Effective decision-making and problem-solving skills
• Adapt quickly and professionally to changes, delays, or unexpected circumstances

• Approach responsibilities pro-actively
• Simultaneously manage a variety of assignments while still meeting deadlines; prioritize
• Complete assignments with minimal supervision
• Ensure attention to detail and high quality accuracy
• Demonstrate organizational and record-keeping skills
• Analytical skills
• Conduct business in a confidential and professional manner
• Knowledge of office practices and procedures

• Represent the agency in a professional manner at all times by modeling integrity, upholding ethical standards, and demonstrating solid interpersonal skills
• Interface with high-level internal and external contacts requiring considerable discretion and initiative
• Contribute to the team effort by accomplishing related results
• Sensitivity to people with Intellectual or Developmental Disabilities (I/DD) and their families

• Assist with and maintain the Executive Director’s calendar and meetings
• Conserve the Executive Director’s time by routing and/or screening correspondence, drafting letters and documents, and initiating communications
• Assist in the planning of meetings
• Prepare reports, announcements, and agendas for various types of meetings (e.g, Board, Executive, Administrative, Finance, etc.)
• Record and transcribe minutes for various types of meetings (e.g, Board, Executive, Administrative, Finance, etc.); track action items
• Responsible for office organization, records maintenance, and coordination of functions with those from various departments; file and retrieve agency documents, records, and reports
• Conduct research as well as collect and analyze information to keep the Executive Director and business up-to-date on things important to the business
• Coordinate and manage projects that may involve working with all levels of management, staff, or external partners
• Make travel arrangements including airline, hotel, rental cars, and per diems for all levels of staff
• Ensure the daily operations of the business are administered and maintained with a high degree of professionalism and excellence

• Greet visitors, answer incoming calls, and respond to email inquiries with a positive, pleasant attitude; direct inquiries and provide requested information as needed

• Maintain phone greeting and messaging system
• Process and distribute incoming mail
• Compile and dispense bulk mailings
• Ensure operation of office equipment by completing preventative maintenance requirements; troubleshoot malfunctions; call for repairs
• Organize, inventory and order/purchase office supplies; anticipate supply needs; verify receipt of supplies
• Maintain and update mailing and membership lists; monitor agency passes
• Send donor acknowledgement letters
• Assist with preparation of agency fundraising events in addition to being in attendance at said events
• Create monthly newsletter
• Update agency website and social media accounts
• Develop and utilize filing and retrieval systems, record keeping, and data entry
• Maintain a professional, clean, and safe office environment
• Willingness to learn new office technology
• Act as a liaison with the building management on day to day issues

• Basic bookkeeping knowledge/experience

• General understanding of business processes and functions
• Support the processing and filing of documents
• Deposit revenue received and distribute paperwork when necessary
• Notify appropriate staff of contributions received
• Track and record postage and copy machine usage and charges
• Help track petty cash funds
• Assist with the annual audit when necessary

• Interview, hire, and train employees as well as assign, direct, and oversee their work
• Conduct performance evaluations including rewarding and disciplining employees
• Address complaints and resolve problems amongst employees
• Apprise, and implement, established personnel policies and procedures
• Provide regular support and guidance through routine supervisory meetings

• Possess advanced knowledge and experience with Microsoft Office

• Develop and maintain Excel spreadsheets
• Type 50+ words per minute
• Experience with database software
• Willingness to learn new computer programs to keep ahead of advances in technology

• Hear and concentrate over a wide array of noises
• Operate office equipment such as a computer, scanner, fax machine, postage meter, and copy machine
• Sit and work at a computer for long periods of time
• Ambulatory to accomplish office tasks
• Lift (up to 25 lbs.) and carry equipment/material

• 5+ years of Executive Administrative Assistant experience
• Certified Administrative Professional (CAP) designation earned through the International Association of Administrative Professionals (IAAP), preferred
• Associate or Bachelor’s Degree in field such as business administration/management, preferred
• Valid driver’s license, auto insurance, and a good driving record

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