General Summary:

The Executive Assistant (EA) is a non-exempt position and will report to the Meals on Wheels (MoW) by ACC Executive Director (ED). The EA will also assist the Leadership Team. The EA's essential duties consist of administrative work and special projects directly related to the management of general business operations of MoW. The EA will be required to exercise discretion and independent judgement with respect to matters of significance. He/she will be working closely with the staff, and may also be assigned to manage special projects.

Responsibilities:

• Acts as liaison between the ED, subordinates; communicates information, instructions and assignments and follows up on status of assignments
• Updates ED on status of issues before scheduled meetings
• Maintains ED and Leadership staff calendars as needed
• Provides administrative support to the ED, Leadership Team and staff as needed
• Prepares agendas, minutes, articles, reports and other documents with minimal review by others for accuracy, completeness and professional appearance for record keeping, decision-making support, presentations and publications.
• Produces, assembles and distributes meeting materials to staff, board and committee members prior to scheduled meetings
• Manages and coordinates special projects as assigned.
• Establishes, revises and maintains office and program procedures and policies.
• Composes and reviews letters, emails and memos.
• Responsible for the development and maintenance of administrative office systems in support of day to day operations including maintenance of paper and electronic corporate files, assuring communications and facilitating interdependent work of executive, program management, fund development, accounting and human resource functions.
• Performs general administrative duties to support smooth office operations utilizing office equipment, audio/visual equipment and telecommunications devices.
• Assists staff with audio/visual equipment setup for meetings and presentations
• Maintains and protects confidential information, oversees and controls confidential matters and documents.
• Receives and screens calls and visitors to administrative offices, determines priority, takes messages and arranges meetings as appropriate; refers to appropriate staff or provides requested information and keeps ED advised of matters.
• Provides backup coverage for ACC EA when on vacation or out.

Qualifications:

• Excellent written and verbal English communications skills; public speaking skills desired.
• Bachelor's degree and/or equivalent work experience in multisite or high functioning office functions preferred
• Proficiency with administrative office procedures & protocol: meeting planning & minutes; scheduling, design and maintenance of filing & office systems, word processing, spreadsheet, communications; proficiency in MS Office Suite; analytical applications and phone systems
• Demonstrate proficiency in using and troubleshooting issues with office equipment (LCD projectors, computer workstations, fax machines, multi-line telephones, calculators, photocopiers and audiovisual equipment)
• Must be able to work occasional evenings and weekends
• Experience in non-profit environment desired.