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The Administrative Assistant serves as a key point of contact for internal and external constituencies on matters pertaining to the CEO.
Job Description
This position provides executive support in a one-on-one working relationship. The Administrative Assistant serves as a key point of contact for internal and external constituencies on matters pertaining to the CEO, coordinates volunteers, and liaises with the board of trustees.
Qualifications
· High school diploma required; college degree preferred.
· 1-3 years of experience supporting C-Level Executives, preferably in a non-profit organization.
· Proficient In Microsoft Office, Adobe Acrobat, registration software, and Social Media web platforms.
· Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
· Strong interpersonal skills with the ability to build relationships with stakeholders, including staff, board members, external partners, volunteers, and donors.
· Strong written and verbal communication skills
· Emotional maturity, flexible and team-oriented, able to help other leaders in the organization.
· Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
PHYSICAL REQUIREMENTS:
· Prolonged periods sitting at a desk and working on a computer.
· Must be able to lift up to 15 pounds at times.
Essential Functions
1. Managing an active calendar of appointments; composing and preparing confidential correspondence; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
2. Plans, coordinates, and ensures the CEO's schedule is followed and respected.
3. Communicates directly, and on behalf of the CEO, with board members, donors, and others on matters related to the CEO's programmatic Initiatives.
4. Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. And determines the appropriate course of action, referral, or response.
5. Provides a bridge for smooth communication between the CEO's office and
6. internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
7. Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
8. Completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO's ability to lead the organization effectively.
9. Serves as the CEO's administrative liaison to the board of trustees.
10. Coordinates all board meetings.
11. Coordinates Volunteers Program
a. Manages volunteer website platform and database
b. Maintains records of volunteer timesheets.
c. Coordinates staffing, placement and schedules with all departments.
d. Works directly with volunteers on paperwork and recognition of service.
12. Assists board members with travel arrangements, lodging, and meal planning as needed for board meetings.
13. Maintains discretion and confidentiality in relationships with all board members.
14. Maintains rooster of board membership and prepares minutes.
15. Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings.
16. Participates as an adjunct member of the Executive Team, assisting in scheduling and attending all meetings.
17. Maintains staff directory and phone listings.
18. Sorts all incoming mail and distributes to respective parties
19. Prepares for the arrival of new staff, including:
a. Prepare all badges and parking passes and provide to hr.
b. When applicable, housing, office space set-up and coordination with IT, updating the phone/extension list
c. Records all incoming checks, distributes copies to appropriate departments and submits original checks to finance to process.
d. Record all guest comment cards in a monthly report to management team and follow up on guest responses as needed.
20. As a 24-hour operation, all staff may be asked to work weekends, evenings, night shifts, and/or holidays to serve our members, guests, and program participants.
21. Any other duties as assigned.