Administrative Assistant

Description

Department: Executive

Supervisor: Executive Assistant to the President/CEO

FLSA Status: Full-Time, Regular, Non-exempt

Pay Grade: $27.92/hour

Application Submission Deadline: 3/8/2024       

General Statement:                 

The Administrative Assistant provides a wide range of administrative support to the Core Executive Leadership team and serves as a primary backup to the Executive Assistant to the CEO (EA).  This position will independently manage multiple tasks, programs and projects as well as contribute to team initiatives of varied departments and functions. The Administrative Assistant will represent Executive Leadership in a helpful, positive, professional manner and will develop relationships with key internal and external leaders. This position reports to the Executive Assistant to the CEO.

Essential Duties

1. Provide quality guest service to both internal and external guests by maintaining a WILD (friendly, helpful, positive and professional) working attitude and appearance. 
2. Greet and direct visitors at the Doornbos Administrative offices.
3. Prepare and modify documents, including correspondence, presentations, reports, drafts, memos, meeting minutes and emails.
4. Assist Core team executives and EA in various daily tasks or special projects such as departmental or company events, program support for various committees, logistics for visiting groups, and internal meeting management.  
5. Under the guidance of the EA, assist in varied aspects of the Trustee program which could include: meeting management (room preparation, food/beverage ordering, assistance in scheduling and running AV/web meeting software, greeting Trustees, handout/material preparation), special Trustee tours and events, maintaining rosters/lists/directories, Board Orientation & Annual Meeting materials and logistics, securing gifts and awards for Trustees, and transcribing meeting minutes as needed.
6. Upon EA’s absence, provide support in weekly Wednesday Core & Executive Team meetings – launching web meeting if needed, taking attendance, recording action items and other meeting documentation.
7. Provide primary assistance in managing calendar and appointments for COO/CFO and provide backup calendar management for CEO in EA’s absence.
8. Assist in travel arrangements for Core team.
9. Perform other related duties as assigned.

This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts, or working conditions associated with this position.  While this is intended to be an accurate reflection of the current position, management reserves the right to revise the position and/or to require that other or different tasks be performed with changes in circumstances (e.g., emergencies, changes in personnel, workload, rush jobs, or technological developments).

Qualifications

1. Minimum three years of experience in an administrative support role, preferably supporting senior managers or executives.
2. Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, videoconferencing software (MS Teams, Zoom), and online travel booking.
3. Efficient keyboarding and electronic filing skills.
4. Excellent written skills with strong proficiency in proofreading and editing.
5. Strong verbal and interpersonal communication skills.
6. Strong organizational skills, with the ability to manage multiple priorities and projects with a sense of urgency, adaptability, and accountability to strive for excellence.
7. Ability to maintain strict confidentiality and handle sensitive issues with professionalism.
8. Ability to maintain a good rapport with all types of individuals and levels of management, both internal and external to the organization.
9. A fun positive "can do" attitude and a sense of humor.
10. Possession of a valid driver’s license.
11. Ability to pass pre-employment background check, drug test, DMV check and annual TB test.