What are the responsibilities and job description for the Executive Administrative Assistant position at Grassroots Crisis Intervention Center?
Position Summary: Executive Administrative Assistant to Executive Director, Sr. Director of Operations and Corporate Compliance and supporting team members, as needed. This professional provides high level administrative support to the senior executives, contributing to the efficient operation of the office and enabling leadership to focus on key strategic initiatives. This includes but is not limited to clerical support, receiving clients and visitors, arranging appointments, events, and managing correspondence, and scheduling meetings. This role requires strong organizational skills, effective time management, and a proactive, adaptable approach to accomplishing tasks in a well-paced work environment. Standard work hours for this position are Monday – Friday; 9:00am – 5:00pm. This position is fully on-site.
Primary Responsibilities:
Secondary Responsibilities:
Skills and Abilities:
Work Conditions:
Grassroots offers to pay 100% of the expenses for its employees wishing to take advantage in the following areas:
**All incentives and/rewards are subject to the employee meeting the required policies and procedures, including, but not limited to, agency’s 3-month probationary period, performance metrics, and/or signed agreements prior to registration and authorization by Grassroots leadership**
Grassroots is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race (including traits associated with race, such as hair texture, afro hairstyles, and protective hairstyles), creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, gender identity, genetic information, arrest record, or any other characteristic protected by applicable federal, state or local laws. Our leadership team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.
Primary Responsibilities:
- Manage inbound and outbound phone calls serving as point of contact between executives, internal teams, and external partners.
- Manage calendars, scheduling meetings and coordinating appointments to ensure optimal time management for executives.
- Prepare, review, and edit memos, correspondence, presentations, reports, and other documents with accuracy and professionalism.
- Handle financial documentation ensuring timely and accurate processing.
- Greet visitors and determine access to appropriate parties with the organization.
- Ensure operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment.
- Open, sort, and distribute all correspondence to include via e-mail, fax, and scanning operations.
- Overseeing administrative policies within an organization and within the office.
- Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
- Prepare reports, collect and analyze information; prepare presentations.
- Record meeting minutes and accurately maintain team discussion notes.
- Train clerical staff on office equipment, policies and procedures, arrange for setup on new computers and logging of new employees in database.
- Provide clerical and general office support to other offices.
- Prepare and develop a records management system; maintain and recommend changes to records system when appropriate.
- Complete credit card reconciliation reports. Complete credit card and check requests forms.
- Input expenses into financial software as applicable
- Perform all other duties as assigned.
Secondary Responsibilities:
- Provide support to Finance team including AP/AR, and invoicing functions.
- Research and resolve discrepancies in a timely fashion.
- Make copies, maintain files and records supporting Finance team.
- Bachelor’s Degree in Business Administration or related degree from an accredited college or university.
- Minimum of three years’ combined experience working in an office environment supporting leadership in similar administrative role.
- Proficient in Microsoft Word, Excel, Outlook, Calendar and scheduling tools.
Skills and Abilities:
- Exceptional organizational and multi-tasking and problem-solving abilities.
- Strong written and verbal communication skills.
- Strong attention to detail and proofreading abilities.
- Requires excellent customer service and phone etiquette.
- Ability to maintain confidential information with discretion and professionalism.
- Must be reliable and comfortable working independently.
- Ability to work independently on assigned duties.
Work Conditions:
- Shared office space
- Work setting is fully on site.
- Holidays, Evening coverage required depending on Executive Director’s schedule.
- Hours are flexible to meet program needs.
- Must be able to lift 25 lbs.
Grassroots offers to pay 100% of the expenses for its employees wishing to take advantage in the following areas:
- Licensure and/or Renewal (ex. Clinical, Nursing, Medical, etc.)
- CEUs
- Professional Trainings and/or Conferences
- Field Certifications
- Automatic wage increases for Certifications achieved while employed.
- $250 Hiring Bonus for full completion of Onboarding and HR trainings. – w/stipulation that they are completed as scheduled by Grassroots.
- $500 Retention Bonus – w/ stipulation that the employee is in positive standing and meets probation.
- Small Loan Option at 0% Interest for 1 year
**All incentives and/rewards are subject to the employee meeting the required policies and procedures, including, but not limited to, agency’s 3-month probationary period, performance metrics, and/or signed agreements prior to registration and authorization by Grassroots leadership**
Grassroots is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race (including traits associated with race, such as hair texture, afro hairstyles, and protective hairstyles), creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, gender identity, genetic information, arrest record, or any other characteristic protected by applicable federal, state or local laws. Our leadership team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.
