Executive Administrative Assistant

Job Summary

ElderCircle is seeking a self-motivated, reliable, detailed, and highly-organized Executive Administrative Assistant with the ability to make others feel welcomed and appreciated and who possesses a passion for mission-driven work. The position will be responsible for the administrative support of the Executive Director and for the management of the ElderCircle office. The ideal candidate is capable of managing their own workload, prioritizing tasks, and thinking ahead to meet the needs of a growing organization.

Responsibilities and Duties

Provide administrative and executive support to the Executive Director:

• Represent ElderCircle internally and externally in a professional, courteous, and helpful manner
• Provides administrative support to the Executive Director by anticipating the needs of the organization and the Executive Director
• Acting as the administrative point of contact between the Executive Director and internal and external calls/requests.
• Always maintain strict confidentiality on all issues
• Maintain diary, arrange meetings and appointments and provide reminders to the Executive Director
• Performs diversified and confidential administrative duties requiring comprehensive skill and knowledge of organization policies and procedures
• Manage the calendar, including scheduling meetings, corresponding with donors and partners, and preparing meeting materials and meeting space
• Assist with development and planning of agency events including fundraisers on and off site.
• Develop compelling and accurate copy for letters, emails, memos, reports and proposals for stakeholders on behalf of ElderCircle. Assist with the design and production and distribution of programs, flyers, and other marketing materials upon request
• Anticipate, identify, and document team protocol, processes, and procedures. Make recommendations for improvement as appropriate
• Assist with HR/personnel files and record keeping
• Uphold a strict level of confidentiality
• Other duties as assigned

Manage the day-to-day operations of the ElderCircle office:

• Serve as the primary point of contact for office communications and contractors. Make copies, file documents, order supplies, monitor office inventory
• Troubleshoot office equipment, work with building management office, and serve as office manager on related issues
• Assist Front Desk Receptionist in keeping the appearance of the front desk and office in a clean and organized manner. Keep all brochures and documents in waiting area current
• Oversee and recruit office volunteers to assist with the front desk or other projects that are identified and in need of a volunteer- ensure front desk coverage during business hours and back up when necessary
• Assist with the coordination of activities in the Active Living Center while working with the front desk receptionist
• Train all volunteers to assist with activities in the Active Living Center, front desk and other projects in the office.
• Train and oversee the front desk coordinator and program assistant
• Other duties as assigned

Oversee record keeping, financial tracking, and human resource needs:

• Provide oversight and tracking of electronic and hardcopy filing systems, sustain and help with development of organizational wide records and documents, and regularly audit and review various lists, records and information
• Some accounting functions such as maintaining deposits and coding invoices.
• Some grant writing, may be asked to write small grants and participate in larger grant processes
• Other duties as assigned

Support the Board of Directors and fundraising efforts:

• Manage the execution and logistics of meetings for the Board of Directors, Executive Committees, staff and director meetings and other groups, including the drafting of correspondence, preparation of meeting materials, development of agenda items, assembling materials, and maintaining RSVP lists
• Attend all Board Meetings except finance, take minutes, obtain approval of minutes, and distribute in a timely fashion
• Maintain accurate and current information for ElderCircle donors. Accurately enter data into a database and procure necessary queries and reports. Follow donation thank you procedure.
• Attend, participate, and support ElderCircle events by helping manage logistics and planning, overseeing the registration process, hosting guests, and providing follow-up correspondence. Some weekend or evening work may be required
• Other duties as assigned

Qualifications and Skills

Essential Qualifications:

• Excellent organizational skills with the ability to prioritize multiple projects at one time
• Excellent communication skills, both verbal and written, including strong editing skills
• Advanced ability to use Microsoft Office 365, Excel and Outlook
• Can maintain strict confidentiality at all times
• Deep respect for and commitment to the mission of ElderCircle
• Exceptional interpersonal skills and high emotional intelligence
• Exemplary planning and time management skills
• Works without significant guidance
• Ability to handle varied situations professionally
• Bachelor’s degree or equivalent experience
• Demonstrated ability to manage multiple tasks, meet deadlines, and stay organized while providing an acute attention to detail

Preferred Experience

• 3 years providing administrative support for executive leadership
• Experience providing great customer service on the phone and in-person

Preferred Knowledge, Skills and Abilities

• Excellent communication skills, both verbal and written, including strong editing skills
• Experience with or a willingness to manage office equipment, copiers, telephone equipment, and other IT hardware

Physical Requirements

• Hear and speak to use the telephone and communication with people
• Work at a desk for extended periods of time
• Move around the office to support staff, perform various tasks and room set-up
• Occasionally lifting up to 40lbs

Job Type: Full-time

Pay: $17.00 - $18.00 per hour

Expected hours: 40 per week

Benefits:

• Paid time off

Schedule:

• Monday to Friday

Ability to Commute:

• Grand Rapids, MN 55744 (Required)

Ability to Relocate:

• Grand Rapids, MN 55744: Relocate before starting work (Preferred)

Work Location: In person

Salary : $17 - $18