Executive Assistant

The Executive Assistant provides high-level administrative support to the executive director, ensuring smooth daily operations and facilitating efficient communication within and outside the organization. This role requires exceptional organizational, communication, and problem-solving skills and the ability to maintain discretion and confidentiality in handling sensitive information.

Knowledge, Skills, and Abilities needed:

Excellent verbal and written communication skills.

Excellent organizational skills and attention to detail.

Excellent time management skills with a proven ability to meet deadlines.

Ability to function well in a high-paced and at times stressful environment.

Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.

Able to type a minimum of 50 words per minute.

Extremely proficient with Microsoft Office Suite or similar software and able to learn new or updated software.

A high school diploma is required; a bachelor’s degree in business administration or a related field is preferred.

At least four years of related experience is required.

Performance Area: Administrative Support

• Manage calendars, scheduling meetings, appointments, and travel arrangements to Executive Director and/or other assigned leadership staff.
• Coordinate and organize meetings, including preparation of agendas, meeting materials, and note-taking.
• Schedules and attends meetings on behalf of executive director, taking notes and recording minutes as needed.
• Screen and direct phone calls, emails, and other correspondence.
• Prepare and review documents, reports, and presentations.
• Handle confidential information with integrity and discretion.
• Performs clerical and administrative tasks, including drafting letters, memos, reports, and other documents for the Executive Director.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.

Performance Area: Communication & Liaison

• Serve as a primary point of contact between the executive director and internal/external stakeholders.
• Communicate effectively with clients, employees, and external partners on behalf of the executive director.
• Draft and proofread emails, letters, and reports for the executive director.

Performance Area: Event Planning

• Organize company events, conferences, or meetings, including logistics, venue booking, and guest coordination.
• Assists in planning and coordinating internal and external events, handling logistics, vendor relationships, and guest management to ensure seamless execution. Provide on-site support and follow up post-event as needed to evaluate outcomes and implement improvements.

Performance Area: Travel & Logistics Management

• Arrange complex travel itineraries, including flights, accommodations, and transportation.
• Ensure the executive director has all necessary materials and information for business trips.

Performance Area: Project Management

• Assist in coordinating and managing special projects, ensuring timelines and deadlines are met.
• Tracks projects and deadlines assigned by the Executive Director and ensures tasks are completed in a timely manner.

Performance Area: Financial & Budget Assistance

• Assist with managing budgets for travel, events, and other executive-related expenses.
• Monitor and reconcile invoices and reimbursements, receipts for executive director.

Performance Area: General Office Support

• Maintain filing systems, both electronic and physical, for ease of access.
• Order office supplies and maintain office equipment specific to the executive director.
• Performs office tasks, including maintaining records, ordering supplies, and performing basic
• bookkeeping.
• Performs other related duties as assigned.

Job Conditions, Accommodations, and Acknowledgements

Work Environment & Conditions:

• Physical Space: when performing administrative tasks, they will work in a shared, open office space with a designated workspace and issued work computer for in-office administrative tasks. when performing physical tasks, they will be exposed to outdoor temperatures & elements, outdoor noises in an urban environment
• Company Culture: a collaborative, multilingual staff supporting different organizational functional needs.
• Team Dynamics: This person works independently on day-to-day tasks and collaborates with other staff, volunteers, contractors, or interns to support evolving community outreach and support needs.
• Travel - some travel may be required to deliver recycling, pick up equipment, attend training, etc.

Physical Requirements

• Must be able to lift to 15 pounds at times.
• Must hear staff on the phone and those served in person and speak clearly to communicate information to clients and staff.
• Must be able to read memos, computer screens, personnel forms, and clinical and administrative documents.
• Must have high manual dexterity.
• Must be able to reach above the shoulder level to work, must be able to bend, squat and sit, stand, stoop, crouch, reach, kneel, twist/turn.

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Job Type: Full-time

Pay: $20.00 - $22.00 per hour

Expected hours: 35 – 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift

People with a criminal record are encouraged to apply

Work Location: In person

Salary : $20 - $22