Executive Support

Job Summary:
Pickaway County Community Action is seeking a dedicated and organized individual to provide comprehensive administrative support to the Executive Director and assist with various organizational functions. The Executive Support role is essential for maintaining efficient operations and supporting special projects as needed. The ideal candidate will bring strong clerical and organizational skills, a high level of confidentiality, and a proactive attitude to ensure the success of the Executive Director’s daily activities.

Key Responsibilities:

• Perform a wide range of administrative tasks for the Executive Director and management staff, handling confidential and sensitive matters.
• Maintain and update materials for the Board Manual and orientation for new Board members.
• Ensure the agency's information sources (website, brochures, newsletter) are current and accurate.
• Collect and distribute materials for Board meetings one week prior to meetings, and schedule meetings, including Zoom links for remote participation.
• Record and transcribe Board meeting minutes, and distribute them for review and signature.
• Maintain a current Board roster and ensure documentation is complete according to CSBG guidelines.
• Process daily mail and manage media article clippings (e.g., Circleville Herald).
• Compile data for the Annual Report, coordinating with design and printing companies for production.
• Prepare and distribute the quarterly PICCA newsletter.
• Plan and coordinate arrangements for Board meetings, special meetings, and conferences.
• Maintain office supply inventory and place orders as needed.
• Track copier usage with monthly reports and meter reads.
• Maintain the MSDS product list for the Main office, Housing office, and Veterans House.
• Other duties as assigned by the Executive Director.

Required Qualifications:

• High school diploma or equivalent.
• Valid driver’s license and eligibility for agency insurance.

Preferred Qualifications:

• Associate degree or relevant coursework in clerical studies.
• At least two years of experience in secretarial or administrative assistant functions.

Competencies:

• Strong oral and written communication skills.
• Familiarity with administrative tasks and clerical functions.
• Proficient in office software (including presentations, charts, graphs, databases, and spreadsheets).
• Ability to handle sensitive information with discretion and maintain confidentiality.
• Strong organizational skills with the ability to manage multiple tasks.

Travel Requirements:

• Occasional in-county and out-of-county travel may be required, including overnight travel and weekends.

Work Environment:

• Standard office setting with the potential for extended hours during critical workloads. Most time will be spent working within the agency facility.

Physical Demands:

• The role involves standing, bending, reaching, and sitting, along with regular use of office equipment such as a computer, telephone, etc.

This job description outlines the general responsibilities and qualifications for the position of Executive Support at PICCA. It is not an exhaustive list of all duties, but is intended to give a clear overview of expectations and responsibilities.