Position summary: The Executive Administrative Assistant is responsible for assisting the Executive Director in administrative duties and supporting the work of the front office by providing a compassionate, warm, welcoming and helpful presence to all who visit or call CCA.

This individual is responsible for providing high-level support to the Executive Director, also working with the Director of Emergency Family Services and Director of Development to develop and facilitate smooth interactions with internal and external constituencies. This person is to facilitate smooth interactions for the Executive Director on all matters pertaining to community outreach and donor engagement, which can include serving as a liaison to donors and the Executive Team.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills and the ability to maintain a realistic balance between varied and multiple priorities. This person should have the ability to work independently on projects from conception to completion, work under pressure at times and handle a wide variety of activities and confidential matters with discretion.

Major Duties and Responsibilities

FRONT OFFICE

● Opening office at 9:00 AM and closing office at 5:00 PM, Monday through Friday

● Welcoming all visitors to the office, including individuals and families receiving services, providing person-centered reception

● Assisting Neighborhood Services Advocate, as needed, with individuals and families using CCA food pantry, diaper bank, and other forms of emergency response

● Keeping supply cabinets stocked and organized, ordering office supplies as needed

● Maintaining copier and postage machine, calling for service when needed

● Receiving in-kind donations and encouraging completion of Donation Form

ADMINISTRATIVE

● Assisting with utility assistance programs by screening applicants, scheduling appointments, and completing applications for clients who are Spanish-speaking

● Inputting data for Energy Assistance and Operation Fuel reports that have to be submitted monthly

● Assisting with preparing reports and presentations as needed

ORGANIZATIONAL ADVANCEMENT

● Working closely with the Executive Director to ensure timely adherence to important deadlines (e.g., planning, implementing and monitoring of the schedule)

● Interfacing with donors, conducting research, preparing statistical reports and materials

● Receiving deposits and copies of checks for back-up documentation for tracking

INTERNAL AND EXTERNAL COMMUNICATIONS

● Reviewing requests for information and assisting the Executive Director with formulating responses and/or reports.

● Keeping abreast of agency functions in order to answer general questions and providing support, as needed, for specific programs.

● Keeping abreast of agency functions for social media

● Entering in-kind and financial donations into Bloomerang database, producing acknowledgment letters for signature and keeping careful records of correspondence

● Designing quarterly newsletters keeping donors abreast of agency work.

● Collaborating with CCA's Information Technology Specialist to make ongoing improvements

● Updating CCA website, as needed

STAFF COLLABORATION AND INTERDEPENDENCE

● Retrieving general voicemail, forwarding messages and returning calls

● Arranging weekly staff schedules and communicating with staff members for weekly availability, ensuring office coverage

● Coordinating projects that may involve working with all levels of CCA (i.e., staff, volunteers and board members)

● Providing information about the organization and programs and services to potential funders or community members

● Responding to information inquiries and collaboration invitations

Other Duties

● Attending meetings of community coalitions and community organizations, as delegated by Executive Director

● Supporting staff and board meetings, as delegated by Executive Director

● Promoting CCA values and philosophy in all CCA operations

● Performing other duties, as assigned by the Executive Director

Job Type: Full-time

Pay: $37,000.00 - $40,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Monday to Friday
• On call

Ability to Commute:

• New Haven, CT 06519 (Preferred)

Ability to Relocate:

• New Haven, CT 06519: Relocate before starting work (Required)

Work Location: In person