Job purpose

The Executive Administrator will provide comprehensive administrative support to the president/ceo. This individual will play a pivotal role in ensuring smooth operation of the organization by managing various administrative tasks. The Executive Administrator will act responsibly and confidentially in all duties and projects. This supportive role will assist in carrying out administrative, fiscal support, staffing as well as daily operations. This team member must be highly organized and able to function in a fast-paced environment managing and multitude of tasks. This individual must possess the technical expertise to manage internal solutions for an office environment.

Duties and responsibilities

• Maintain a high level of confidentiality and discretion when handling sensitive information and documents.
• Manage and coordinate the executive calendar, appointments, and meetings, ensuring optimal time management and prioritization.
• Arrange travel itineraries, accommodations, and transportation for president/ceo.
• Perform general administrative tasks, including filing, copying, and data entry.
• Organize and coordinate internal meetings including logistics, catering, and materials preparation as needed.
• Screen and manage incoming calls, emails, and messages, directing them to appropriate parties and responding when necessary.
• Serve as backup phone support assisting callers and directing phone calls to the appropriate party.
• Assist in supporting and prioritizing tasks and projects for the president/ceo ensuring deadlines are met.
• Manage incoming and outgoing mail.
• Support in generating expense reports as needed.

• Assist in maintaining company’s inventory and appropriate liability insurance.
• Manage internal IT needs and direct all in-house computer operations to our third-party vendor as needed.
• Assist in purchasing and maintaining all computers, equipment, software, office supplies and postage.

• Act as a liaison between the office and internal/external stakeholders, demonstrating professionalism and excellent interpersonal skills.
• Attend client-oriented meetings and events as needed.
• Prepare and support the process to administer grants as needed
• Support in producing content for the e-newsletter, social media, and website.
• Assist in event planning.

• Coordinate staff training and development.
• Maintain personnel records.
• Organize payroll prep of time records and for the CPA.

• Prepare invoices as needed.
• Make bank deposits.
• Coordinate supporting documents for bank reconciliation.
• Organize payables and receivables for the CPA.
• Assist CPA in audit prep.
• Assist CPA in year-end prep.
• Assist president/CEO in budget prep.

• Administer Board functions for advisory boards/committees including meeting scheduling, communications, organizations, and minute preparations.
• Maintain bylaws and governing documents.
• Conduct research and gather data for various projects, reports, and presentations on behalf of the executive team.

Minimum Qualifications

• Must be able to adjust to a fast-paced professional environment.
• Ability to coordinate multiple tasks.
• Ability to manage records.
• Ability to troubleshoot and problem solve.
• Strong organizational skills.
• Flexibility and adaptability of changing priorities and demands.
• Must be confidential and can work independently.
• Knowledge of Microsoft Office Programs.
• Associate or Four-year degree preferred.
• Must have worked in an office environment for a minimum of two years in an administrative function.

Enhanced Qualifications

• Comprehensive knowledge of High Point, NC especially as it pertains to attractions, events, restaurants, furniture, and events is a plus.
• Knowledge of city administration and downtown development a plus.
• Knowledge of graphic design/marketing a plus

Working conditions

The Executive Administrator will work at least 35 hours a week, Monday – Friday 9am – 5:00pm in a professional setting. This position may require some night or weekend functions as needed.

Physical requirements

Must be able to perform the basic life operational functions of climbing, balancing, stooping, kneeling, crouching, reaching, standing, walking, pushing, pulling, lifting, grasping, talking, hearing and repetitive motions. Must be able to perform medium work exerting up to 50 pounds of force frequently and or up to 10 pounds of force constantly to move objects. Must possess the visual acuity to prepare and analyze data and figures, do accounting tasks, operate a computer and do extensive reading.

Salary and Benefits

Salary compensation is based on experience and qualifications. A comprehensive benefits package is provided including 12 paid holidays per year and 15 days PTO. Health insurance and other positive company culture benefits are offered to ensure a motivating and rewarding environment.

The mission of Forward High Point is to transform Downtown High Point into an extraordinary and vibrant destination to live, work, study, and play.

Founded in July of 2016, Forward High Point is a Non-Profit Organization who’s purpose and focus is redeveloping downtown beyond the Furniture Market, for the current and future residents and visitors of High Point. Following the National Main Street model, using a four-point approach to revitalization (Organization, Design, Promotion & Economic Restructuring) Forward High Point is a PRO-ACTIVE agent for change, bringing exciting new opportunities to downtown.

Through the development of economic initiatives and innovative projects, we are working every day to move our city forward into the future. With each new venture, we are actively taking strides to transform downtown High Point into a vibrant destination, to live, work, study and play.

Job Type: Full-time

Pay: $42,000.00 - $45,000.00 per year

Benefits:

• Flexible schedule
• Health insurance
• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person