Executive Administrative Assistant

Job Overview
We are seeking a highly organized and proactive Executive Administrative Assistant to provide comprehensive support to our Executive Director. While the list below includes a broad scope of responsibilities the Administrative Assistant could perform, general tasks will be assigned on a day-to-day basis, with a few core tasks repeating every month. Flexibility is key! The ideal candidate will possess exceptional oral and written skills and a strong ability to manage multiple tasks efficiently. This role is crucial for ensuring the smooth operation of our office and will involve direct interaction with both internal and external stakeholders.

General Office/External Functions

• Answering phones during peak mission times, distributing information to appropriate parties, returning messages/communications in a timely, consistent, and professional manner.
• Using email and digital communications in a proficient, efficient, and professional manner.
• Facilitating payments and collections.
• Supporting the AP/AR functions at LTR by working with the outside bookkeeper.
• Working in conjunction with outside bookkeeper/contractors regarding payroll, timesheets, accountability, accuracy, and audits.
• Acting as the Benefits Administration and liaison to outside contractors.
• Data entry across various platforms as directed by the CEO.
• General office support as requested and approved to include but not limited to: Copying, filing, scanning, meeting support (Zoom), etc.

CEO Support

• Providing miscellaneous administrative support to the CEO
• Maintain annual schedule.
• Acting as the “proxy” for CEO at meetings and functions as needed and directed.

Programmatic Support

• Maintaining PATH Certification documentation.
• Facilitating background screening for volunteers.
• Other support as directed by CEO.

Human Resources Support

• Managing all aspects of employee onboarding and offboarding to include but not limited to: new hire paperwork, setting up and testing all electronic access to necessary accounts; ensuring that all necessary equipment is available and in working order; providing the essential tools necessary to accomplish duties assigned (business cards, etc.); providing all necessary off boarding paperwork required to comply with all federal, state and local laws and regulations (COBRA, Unemployment Insurance, etc.); processing any claims, benefits, incident reports, workers compensation, and all other standard activities and functions present in the typical office environment.
• Update and maintain employee files.
• Manage/facilitate everything related to benefits and burden costs.
• Maintaining compliance with HR regulations (posters; OSHA safety plans, etc.)

Cyber Support

• Maintain agency website, upgrading as directed in a timely fashion.
• Maintain agency emails and the security and integrity of digital records and information.
• Maintain, update and post on social media accounts as necessary and directed.

Resource Development Support

• Staff resource development committees as directed.
• Conduct grant and prospect research as directed.
• Provide CEO with grant supplements and clerical support to maintain grant deadlines.
• Grant research and writing as a future goal.
• Maintain “grant file” and annual grants calendar.

Requirements

• Degree/Certification in a related field and/or demonstrated knowledge, skills, and abilities to excel at all tasks previously noted
• Mastery of the English language, spoken and written
• Mastery of the complete MS Office Suite required
• Proficiency in Salesforce, Donor Perfect, Bloomerang, Wordpress and Constant Contact highly desirable
• Technical knowledge of computer systems
• Ability to work independently or as a part of a team effectively.
• Ability to lift, bend and climb stairs consistently
• Ability to sit at a computer for extended periods of time.
• Detail oriented with ability to multitask
• Positive experience working with diverse populations, such as, special needs populations; severely emotionally disturbed and high-risk youth; Veterans experiencing PTSD/TBI, Seniors Citizens, etc.

If you are an enthusiastic professional looking to contribute your skills in a dynamic environment, we encourage you to apply for this exciting opportunity as an Executive Administrative Assistant.

Job Types: Full-time, Part-time

Pay: $20.00 per hour

Expected hours: 20 – 40 per week

Benefits:

• Flexible schedule

Schedule:

• Monday to Friday
• Weekends as needed

Experience:

• Administrative: 3 years (Preferred)

Ability to Commute:

• Lovettsville, VA 20180 (Required)

Work Location: In person

Salary : $20