Executive Assistant

Alliance for Women and Children Job Description

Job Title: Executive Assistant

Reports to: Executive Director

Overview

The Executive Assistant is a full-time, non-exempt status position of the Alliance for Women & Children.

The purpose of the position is to provide administrative support to the Executive Director. This includes the following functions:

Job Functions

• Responsible for opening and closing the office building in accordance to established office hours, following established procedures. Arrive 15 minutes before opening to prepare office for customers.
• Answer the office phones and direct phone calls to the appropriate departments.
• Sort and distribute mail, maintain postage machine.
• Responsible for copy machine and supplies, ensure maintenance and track usage.
• Maintain the appearance of the foyer, front lawn, parking areas, restrooms, and kitchen. Ensuring kitchen area is clean, keeping refrigerator and cabinets clean, keeping supplies stocked, and running dishwasher weekly.
• Responsible for donor data management, including tracking donor information, entry and updating of donor information and gifts into appropriate donor software – currently using Giftworks.
• Assist managers with various tasks such as filing, typing, making copies, preparing mailings, etc.
• Greet customers at the front desk in friendly and positive manner. The office assistant should be the first person to greet and help any customer or guest.
• Maintain group calendar in outlook/google.
• Take payments and write receipts for all payments and donations through the mail, online, or at the front desk.
• Responsible for communicating with the Board of Directors and preparing email reminders for all board meetings, executive committee, and other special committee meetings. Also maintain the

RSVP list and follow-up as needed.

• Set up for monthly board meeting and special committee meetings which involves room set-up, setting out supplies including napkins, plastic wear, cups, ice, preparing beverages etc. Also ordering and picking up food as needed.
• Manages donor acknowledgements to ensure they are completed in a timely manner.
• Maintains required records, reports, mailing lists and files in an organized manner.
• Assists in preparation of all fund-raising and membership activities.
• Responsible for contact lists, correspondence, RSVPs for events, and tracking of gifts and sponsorships. Assist with data entry for events/fundraisers.
• Tracks data for grant reporting, as directed.
• Assists in the preparation and recording of accounts receivable and cash receipts. Prepares daily deposit summary for finance director.
• Develop and maintain a maintenance/use log for the agency vehicle(s). Responsible for arranging service when required, to include oil changes, tire rotation/replacement, inspections/registration, and other maintenance.
• Responsible for inventory of office supplies, and communicating with all departments about their needs. This includes ordering and identifying low prices for supplies
• Communicate building maintenance requests to the part-time maintenance staff.
• Responsible for all facility rentals, maintaining calendar of reservations, providing tours, collecting rental agreements, deposits, and payments, tracking keys to the playground, scheduling office coverage for evening and weekend rentals, and other duties related to rentals of the building and playground.

• Maintain kitchen supply inventory of plates, napkins, plastic wear, kitchen cleaning items, etc. for future meetings/events.
• Assist all programs, After-School Care with various administrative duties and tasks, including enrollments, demographic information in Office Center, entering contact information in Constant

Contact or other methods of communicating with parents/guardians.

• Adhere to policies and procedures of the organization, including those related to health and safety, client confidentiality and quality management.
• Attends all-staff meetings on an as required basis.
• Performs all other duties as assigned by the Executive Director.

Job Requirements

This person should have a minimum of 2-3 years office experience and have be proficient in Microsoft

Office including Excel and Word. The job requires a high school diploma. Ability to work independently with little supervision.

Job Type: Full-time

Pay: $16.31 - $20.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Employee discount
• Health insurance
• Paid time off

Schedule:

• Monday to Friday

Work Location: In person

Salary : $16 - $20