The Opportunity

The Executive Assistant will report to the Executive Director and will be responsible for administrative office management, calendar management and managing the Executive Director’s office. Responsibilities include understanding, predicting, and meeting Executive Director needs, as well as contacting external partners by email or telephone.

Key responsibilities:

Administrative:

With oversight of the Administrative Assistant:

• Manage office operations and administration – answer phones, field general email inquiries, ensure that office equipment is functioning, manage mail and mailings, and handle other administrative tasks as needed.
• Manage, support and oversee all main office duties.
• Maintain and organize organization's storage spaces.
• Provide superior front of house office and administrative support to guests, staff, and clients.
• Order and maintain inventory of equipment, materials and supplies.
• Books meetings, makes travel arrangements, prepares correspondence and conference calls.

Executive Office Management:

• Oversee the day-to-day activities of the Executive Director’s office. Manage phone and mailing systems, including incoming and outgoing routine communications to stakeholders.
• Review and manage mail and email – read, store in proper folders, respond as directed, recognize and report spam, delete junk mail, unsubscribe to unnecessary information, etc.
• Maintain calendar of meetings and key deliverables and deadlines (e.g. proposals, reports, performance management system, board reports and action items, etc.).
• Maintain and gather organization and program data for proposals and funder reports.
• Scan, track and report grant and contract expenditure documents.
• Coordinate ad hoc projects and events (e.g., alumni outreach and story gathering, research training materials, develop marketing materials and/or social media posts, web posting, newsletter creation, donor relations, etc.).

Qualifications/Requirements:

• Proven working knowledge of Word, Excel, PowerPoint, Outlook, Adobe, Constant Contact / MailChimp, Facebook, Twitter, Salesforce, Zoom / Free Conference Call, etc. (for creating and editing documents and flyers, fillable pdf forms, social media posts, audio and video conference calls, webinars, etc.).
• Must be able to exercise good judgment and have proven ability to deal with confidential information; demonstrate the ability to work effectively in a team environment
• Proven self-starter with a high degree of organizational skills
• Excellent oral and written communication skills.
• Ability to multi-task effectively
• Strong integrity with ability to manage confidential information and material.
• Some evenings/weekend work required.

Competencies:

An individual should demonstrate the following competencies in order to perform the essential functions of this position.

• Adaptability – Effectively deals with changing environments (business challenges, technologies, etc.) and continuously seeks opportunities for different and innovative approaches to addressing organizational challenges and opportunities. Adapts interpersonal style to effectively interact with a variety of people.
• Accountability – Assumes ownership/responsibility for achieving results and resulting outcomes. Creates an environment in which others can take full ownership of their work. Recognizes the need for business-related changes and takes accountability for initiating appropriate responses. Is proactive in furthering organizational goals.
• Communications – Articulates The Training Source’s vision and mission effectively. Establishes and promotes a climate of openness and diversity of expression. Embraces and effectively communicates the connection between individual employee goals and objectives to The Training Source’s vision and mission. Encourages team members to express and share ideas and information that will contribute to The Training Source’s success. Demonstrates responsiveness in addressing all forms of communications.
• Customer Focus – Demonstrates a key understanding of the customer value proposition and needs of customer segments. Champions systems and processes that make it easy for customers to do business with The Training Source. Strives to remove barriers to providing good customer service. Motivates and recognizes staff for excellence in customer focus.
• Dependability – Is punctual and adheres to the organization’s attendance expectations. Faithfully reports to work on time and conforms to scheduled work hours. Follows proper call-in procedures and informs others of ongoing/outstanding work responsibilities in order to prevent/limit disruptions to business operations.
• Budget Management – Prepares forecasts, develops budgets and measures actual performance. Controls costs and manages financial resources within allocated budget.
• People Management – Assigns, develops and motivates employees to complete assignments in an effective manner. Appropriately delegates responsibility and authority, improves staff/management relations, provides timely and constructive performance feedback, and encourages staff development. Sees that extraordinary achievement is properly rewarded.
• Results Orientation – Systematically evaluates business opportunities and targets those opportunities with the greatest potential for producing positive results. Establishes stretch goals that are designed to achieve positive results and prevents irrelevant issues or distractions from interfering with timely completion of important tasks.
• Strategic Direction – Establishes and commits to a long-range course of action to accomplish a long-range goal or vision after analyzing factual information and assumptions. Develops decision criteria considering relevant factors (e.g., cost, benefits, risks, timing, buy-in, and organizational goals and values) and the decision’s impact on employees, the organization, and customers. Considers the opportunities and risks associated with various options and recommends the course of action with the highest probability of success.