The Administrative Assistant serves as a key point of contact for internal and external constituencies on matters pertaining to the CEO.
Job Description
This position provides executive support in a one-on-one working relationship. The Administrative Assistant serves as a key point of contact for internal and external constituencies on matters pertaining to the CEO, coordinates volunteers, and liaises with the board of trustees.
Qualifications
- High school diploma required; college degree preferred.
- 1-3 years of experience supporting C-Level Executives, preferably in a non-profit organization.
- Proficient In Microsoft Office, Adobe Acrobat, registration software, and Social Media web platforms.
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Strong interpersonal skills with the ability to build relationships with stakeholders, including staff, board members, external partners, volunteers, and donors.
- Strong written and verbal communication skills
- Emotional maturity, flexible and team-oriented, able to help other leaders in the organization.
- Ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer service and response.
Physical Requirements
- Prolonged periods sitting at a desk and working on a computer.
- Must be able to lift up to 15 pounds at times.
Essential Functions
- Managing an active calendar of appointments; composing and preparing confidential correspondence; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Plans, coordinates, and ensures the CEO's schedule is followed and respected.
- Communicates directly, and on behalf of the CEO, with board members, donors, and others on matters related to the CEO's programmatic Initiatives.
- Research, prioritize, and follow up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. And determines the appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the CEO's office and
- internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
- Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO's ability to lead the organization effectively.
- Serves as the CEO's administrative liaison to the board of trustees.
- Coordinates all board meetings.
- Coordinates Volunteers Program
- Manages volunteer website platform and database
- Maintains records of volunteer timesheets.
- Coordinates staffing, placement and schedules with all departments.
- Works directly with volunteers on paperwork and recognition of service.
- Assists board members with travel arrangements, lodging, and meal planning as needed for board meetings.
- Maintains discretion and confidentiality in relationships with all board members.
- Maintains rooster of board membership and prepares minutes.
- Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings.
- Participates as an adjunct member of the Executive Team, assisting in scheduling and attending all meetings.
- Maintains staff directory and phone listings.
- Sorts all incoming mail and distributes to respective parties
- Prepares for the arrival of new staff, including:
- Prepare all badges and parking passes and provide to hr.
- When applicable, housing, office space set-up and coordination with IT, updating the phone/extension list
- Records all incoming checks, distributes copies to appropriate departments and submits original checks to finance to process.
- Record all guest comment cards in a monthly report to management team and follow up on guest responses as needed.
- As a 24-hour operation, all staff may be asked to work weekends, evenings, night shifts, and/or holidays to serve our members, guests, and program participants.
- Any other duties as assigned.
