Executive Assistant/Program Coordinator

Overview
We are seeking a dedicated and detail-oriented Executive Assistant/Program Coordinator to join our team. The ideal candidate will play a crucial role in supporting the Executive Director and various programs and initiatives, ensuring smooth operations and effective communication among team members. This position requires strong organizational skills, proficiency in administrative tasks, and the ability to manage multiple projects simultaneously.

The Ideal Candidate Is

• A detail oriented self-starter with prior experience in a fast-paced Non-Profit Organization.
• Someone who exhibits sound judgement with the ability to prioritize tasks and make decisions.
• A team player capable of cultivating productive working relationships across the organization.
• Energetic and eager to tackle new projects and ideas.
• Comfortable interacting with funders and the public.
• Resourceful with a can do attitude.
• Experienced with desk-top publishing.
• Thrives in a fast-paced environment.

Duties

• Provide comprehensive administrative support to the Executive Director (E.D), ensuring smooth daily operations. This includes managing her calendar and scheduling meetings.
• Acts as a liaison between the E.D and internal/external collaborators.
• Organize meetings, prepare agendas, take minutes to ensure all action items are documented. and following up on action items. Ensure that all necessary materials are prepared and distributed in advance.
• Draft, edit, and proofread documents, reports, presentations, and other materials. Ensure that all written communication is professional, clear, and aligned with the company’s standards.
• Assist in managing projects by tracking progress, deadlines, and deliverables. Collaborate with team members to ensure that projects are completed on time and within budget.
• Maintain and organize confidential files and records, both physical and digital. Ensure that all data is accurate, up-to-date, and easily accessible.
• Plan and coordinate travel arrangements, including flights, accommodations, and itineraries. Ensure that all travel plans align with the E.Ds.' schedule and preferences.
• Organize company events, meetings, and conferences. Handle logistics such as venue selection, catering, and audiovisual needs, ensuring a seamless experience for all participants.
• Conduct research on various topics as requested by the E.D. Analyze data and present findings in a clear and concise manner to support decision-making.
• Prioritize tasks effectively to manage multiple responsibilities and deadlines. Ensure that E.Ds’ time is optimized by filtering requests and delegating tasks when appropriate.
• Handle sensitive information with the utmost confidentiality and professionalism. Exercise discretion in all interactions and communications.
• Provide exceptional customer service to event participants, partners, and colleagues. Address inquiries and resolve issues promptly, maintaining a positive company image.
• Utilize various software and tools to enhance productivity, including office suites, project management tools, social media and communication platforms. Stay updated on the latest technological trends to improve efficiency.
• Work closely with other team members and departments to facilitate communication and collaboration. Foster a positive work environment by supporting colleagues and contributing to team goals.
• Identify issues and challenges proactively, offering solutions and alternatives. Demonstrate critical thinking skills to address problems effectively and efficiently.
• Seek opportunities for process improvements and efficiencies within administrative functions. Implement best practices to enhance productivity and streamline operations.
• Assist in the training and onboarding of new staff members. Provide guidance on company policies, procedures, and tools to ensure a smooth transition.
• Monitor and evaluate the performance of administrative processes. Provide feedback and suggestions for improvement to enhance overall effectiveness.
• Build and maintain professional relationships with participants, both internally and externally.
• Respond to urgent situations with a calm and composed demeanor.
• Stay informed about industry trends and best practices in executive support. Pursue opportunities for professional development to enhance skills and knowledge.
• Adjust to changing priorities and demands in a fast-paced environment. Demonstrate resilience and the ability to pivot when necessary to meet organizational needs.
• Provide regular updates to executives on project status, upcoming deadlines, and potential challenges. Prepare reports and presentations to communicate progress and outcomes effectively.
• Coordinate and oversee program activities, ensuring timelines and deliverables are met.
• Provide clerical support including data entry, filing, and maintaining organized documentation.
• Utilize Google Suite for creating presentations, managing schedules, and facilitating communication.
• Assist in project coordination by tracking progress and reporting updates to management.
• Proofread documents for accuracy and clarity before distribution.
• Maintain effective phone etiquette while managing incoming calls and inquiries.
• Provide executive administrative support to senior management as needed.
• Foster a collaborative environment by facilitating communication between team members and departments.

Requirements

• Proven experience in an administrative or program coordination role.
• Strong computer literacy with proficiency in Google Suite applications.
• Excellent organizational skills with the ability to prioritize tasks effectively.
• Attention to detail with strong proofreading capabilities.
• Exceptional phone etiquette and interpersonal skills for effective communication.
• Ability to work independently as well as part of a team.
• Familiarity with project coordination principles is preferred but not mandatory.

If you are an experienced Executive Assistant, passionate about project management, and thrive in a fast-paced environment, we encourage you to apply for this exciting opportunity.

Job Type: Full-time

Pay: From $30.00 per hour

Expected hours: 32 per week

Benefits:

• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Weekends as needed

Work Location: In person

Salary : $30