What are the responsibilities and job description for the Executive Administrator position at Village Exchange Center?
About Village Exchange Center
The Village Exchange Center (VEC) is a non-profit organization formed to serve immigrants, refugees, and the community in the Aurora/Denver metro area. We are a community center and multi-faith worship space that celebrates cultural and religious diversity by creating an inclusive environment where residents from all backgrounds interact, share and develop together. Through organic and collocated programs, informational services and cultural activities, the center is a “one-stop-shop” supporting integration, engagement and empowerment of newly arrived residents.
The Village Exchange Center is seeking a talented self-starter to provide advanced office and administrative support directly to the Executive Director and other executive staff as needed including office administration.
Essential Duties and Responsibilities
As an Executive Administrator, you will provide…
Support Services
- Direct administrative support for the Executive Director.
- Answers calls, emails and calendar requests for the Executive Director.
- Provide top tier communication to the Executive Director on a constant basis.
- Books all travel arrangements for the Executive Director and handles the settlement of travel related expenses.
- Prepare agendas and makes meetings arrangements, such as coordinating catering for luncheons, committee, board, and other meetings.
- Manage meeting or event logistics, including virtual access (Zoom/Teams/conference bridge line) and meeting room logistics, coordination of communications among high level internal/external meeting attendees.
- Maintain all required online and physical directories, manuals and files.
- Provide administrative support to various board/advisory meetings. This includes agendas, minutes, meeting notifications and meeting setup.
- Create, type, format letters, memoranda, correspondence, agenda and other documents.
- Sort and distribute mail for entire VEC team.
Front Office Management
- Greet visitors and determine whether they should be given access to specific individuals.
- Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.
- Provides procurement and management of material resources.
- Responsible for office and kitchen supply inventory, order supplies as needed.
- Receive, direct, research and respond to client inquiries and complaints.
- Schedule meetings including virtual (Zoom, Teams) and in person for the executive team as needed.
Financial Administration
- Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.
- Process payroll in support of the finance team.
- Perform accounts payable/receivable and purchase order requisition functions.
- Purchasing card custodian.
- Serve as recording secretary at various meetings.
Qualifications
You are who you are looking for if ...
- You are passionate about the work VEC is doing and working with the community.
o You see this role as a perfect opportunity to align your values and strengths.
o You believe deeply in societal change and that in team work we drive purpose.
- You are confident in your time management skills and organization, that you can thrive at commanding your schedule as well as assisting the Executive Directions scheduling needs.
o Can operate a computer and multiple email accounts, calendars & phone numbers in support of the Executive Director Other duties as may be assigned from time to time
- You are strategic and a hard worker with a mindset that “ no task is too small” and that you are essential to the larger picture.
o You want to be part of a fun and creative company culture.
Knowledge, Skills, and Ability
- Analysis and ability to summarize data for reports and database collection
- Ability to proactively identify support needs and efficiency
- Attention to detail
- Ability to multitask
- Handle highly confidential information with discretion.
- Excellent written and verbal communication skills; Proofreading
- Time & project management
- Advanced computer skills; Microsoft Office particularly Excel, Word, PowerPoint; Google, Zoom and Teams.
- Spreadsheet modeling, analysis and projections - preferred
- Bilingual in English/Spanish is preferred
Education And Training:
- B.A. or equivelant work experience in relevant field - Preferred
Experience:
- At least five (5) years advanced administrative support experience, including payroll background.
- Experience serving as an assistant to a Department Director or CEO.
Job Type: Full-time
Pay: $50,000.00 - $550,000.00 per year
Benefits:
- Health insurance
- Paid time off
Schedule:
- Monday to Friday
- Weekends as needed
Work Location: In person
Salary : $50,000 - $550,000