Executive Assistant to Deputy Executive Director

Position Purpose :

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The Executive Assistant to the Deputy Executive Director is a highly skilled professional responsible for providing comprehensive administrative support to the Deputy Executive Director of Program Administration. This role is pivotal in ensuring the efficient functioning of the Executive Office by managing day-to-day activities, coordinating schedules, and facilitating communication.

Essential Duties and Responsibilities :

• Regularly receives visitors and telephone calls; determining nature of business, exercising exceptional tact, diplomacy, and keen judgment. Ensures appropriate and timely access of internal and external stakeholders to the Deputy Executive Director and related public relations. Personally provides answers to inquiries based on general knowledge of organization’s functions, planned and accomplished activities, or on information available from office files and records; refers matters of consequential nature to the Deputy Executive Director or, as may be appropriate, takes and conveys messages.
• Maintains Deputy Executive Director’s calendar schedules and reschedules appointments as required, and makes travel arrangements when necessary. Arranges for conferences, meetings, and visits, inviting and informing participants on subject matter, relaying pertinent information and administrative instructions, obtaining data and preparing reports for proceedings or minutes, as indicated.
• Receives and reads all incoming correspondence and action documents, segregates by subject matter and urgency, and dates all materials; obtains pertinent data and facts from key organization personnel, organization files and records.
• Establishes and maintains working files for the Deputy Executive Director to include : fiscal, programmatic, and personnel communications. Annually reviews file systems and computer databases for recommendation of shredding or deletion.
• Prepares and types organizational correspondence, letters, reports, statistics, memos, and other related textual and tabular material based on brief verbal notes or rough drafts as supplemented by data and information contained in office files and precedents; also responsible for selection of proper format, spelling, syllabification, grammar, etc.
• Presents finalized material to Deputy Executive Director for signatory approval, release, dissemination and filing.
• Assists in tracking and monitoring key projects and initiatives led by the Deputy Executive Director and ensures deadlines are met and provides status updates as needed.
• Coordinates internal and external meetings, including logistics, agenda preparation, and follow-up on action items; also attends meetings upon request and will take notes and provide summaries and / or minutes in a timely manner.
• Facilitates quarterly meetings with Program Assistants across the agency to provide support and guidance to the administrative duties and functions within their respective divisions.
• Schedules and arranges regular meetings with the direct reports of the Deputy Executive Director as well as takes minutes, maintains a checklist of action items and follows up on the status of action required.
• Schedules Board of Trustees Committee meetings for the Programs Committee and Building & Grounds Committee as well as prepares meeting minutes to submit to the Executive Director.
• Serves as trusted liaison to management team, staff and vendors.
• Troubleshoots problems proactively on behalf of Deputy Executive Director (i.e., screens calls, reviews PO requests, expenses, and documentation brought to the Deputy Executive Director for authorization, approval and signature. Proofreads all work and advises Deputy Executive Director of any issues.
• Processes facilities, food service and construction vendor invoices and issues purchase orders for approval.

Non-Essential Duties and Responsibilities :

Minimum Position Requirements :

Physical Demands / Work Environment :

While performing the responsibilities of the job, the employee is required to talk and hear. The employee is often required to sit and use their hands and fingers to handle or feel. The employee is occasionally required to stand, walk, reach with arms and hands, climb or balance, and stoop, kneel, crouch or crawl. Vision abilities required by this job require close vision working with a computer monitor. While performing the duties of this job, employee is occasionally exposed to moving mechanical parts and vehicles. The noise level in the work environment is usually quiet to moderate. While performing the responsibilities of the employee’s job, these work environment characteristics are representative of the environment the Human Resources Director will encounter. Reasonable accommodation may be made to enable people with disabilities to perform the essential functions of the job.

Salary Range : $55,000 - $62,000

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Salary : $55,000 - $62,000