Executive Admin Assistant
Job Summary
Provides secretarial and administrative support to the Program Director and staff. Responsibilities include working independently to manage office tasks and coordinate special projects.
Skills and Abilities
Excellent customer service (internal/external), advanced computer skills (Word, Excel, PowerPoint, Outlook, data entry, Publisher).
Ability to prioritize tasks and manage interruptions, work independently, and collaborate with others.
Strong written and verbal communication skills for handling phone calls and in-person interactions.
Must be able to sit, stand, and perform manual tasks for extended periods, and lift packages up to 30 pounds.
Key Responsibilities
Executive Administrative Assistance:
Draft and send correspondence, handle sensitive calls confidentially.
Schedule and organize meetings, prepare agendas, take minutes.
Coordinate with other agencies on collaborative projects.
Prepare reports and visual presentations for leadership.
Manage schedules and activities (meetings, travel) for leadership team.
Organize and maintain filing systems and retrieve information as needed.
Sort and respond to mail, answer phone calls, and handle routine/non-routine questions.
Liaise with other departments and external agencies, including the Board of Directors.
Work independently and within teams on special projects, manage direct mailings, and create visual aids (e.g., PowerPoints).
Assist the Business Office Coordinator with finance-related tasks (e.g., check requests, reimbursements).
Office Management:
Oversee mail distribution and office equipment repairs.
Handle supply and form requests, ensure timely distribution.
Verify deliveries, address purchase order discrepancies, and respond to staff needs.
Special Projects:
Lead and complete special projects using advanced computer skills.
Research and gather information to ensure accuracy in projects.
Arrange catering, maintain mailing lists, and assist with visual aids for presentations.
Identify and initiate new projects to meet company needs.
Perform other duties as assigned.
Pay Rate: $20-25/hour
Hours: Monday - Friday 8am - 5pm
