Position Title: Executive Assistant
Department: Chief Administrative
Division: Administrative
Office Location: Main Office
Supervisor’s Title: Executive Director
FLSA Status: Exempt
Number Supervised (direct): 0
Salary Range $38,857 - $48,571
Primary Contacts: PCA Visitors and PCA Staff
Travel Requirements: 5%
Primary Work Area: Office Environment

Position Objective
The Executive Assistant performs administrative duties for the Executive Director.

Essential Job Functions – The core job duties and responsibilities. Other duties may be assigned.

• Distribute signed checks in a timely manner, observing all established agency internal control procedures. Return check copies and supporting documentation to the Fiscal Director.
• Maintain accurate filing and retrieval system for the administrative office.
• Monitor petty cash and credit card expenses and spot check for accuracy. Retains supporting documents for credit card and petty cash purchases.
• Prepare and type correspondence, narrative and proposals in a professional and attractive format.
• Verify per-diem amounts for out of town travel and submit for approval.
• Ensure that out of town travel advances are closed out based on Fiscal guidelines.
• Assist as needed in the routing of incoming mail to proper departments. Process outgoing mail including needed postage.
• Prepare promotional materials flyers, invitations, programs etc. as assigned for agency events.
• Assist in packaging, binding and mailing grant materials for the agency.
• Perform clerical services in support of Board activities as required by the department.
• Update PCA’s master mailing list and generate required labels/fields as directed by the Executive Director.
• Review, monitor and approve supply orders from all departments.
• Keep inventory of office stationary, administration department supplies and all agency computer supplies.

• Operate appropriate office equipment, including computers, fax machine, postage meter, and copy machine. Arrange for repairs and maintenance of such equipment as necessary.
• Establish and maintain positive relationship with vendors.
• Prepare itineraries and make travel arrangements for the President/CEO, Board member, and other staff as directed by the Executive Director.

Knowledge, Skills and Abilities (KSA’s) Requirements

• High School Diploma or College Credits with a minimum of 3 yrs. Administrative experience. OR
• Associate Degree in English, Communication, Business Administration or related field with a minimum of 2 yrs. Administrative experience.
• Minimum 2 yrs. experience working with Microsoft Suite applications.
• Strong organizational skills.
• Demonstrated ability to multi-task and meet deadlines.
• Strong interpersonal, communication and customer service skills.
• Ability to exercise confidentiality in performing duties.
• Ability to work with limited supervision.
• Ability to be a team player.

Physical Demands
The physical demands listed here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities as defined in the ADA to perform the essential job functions.
While performing the duties of this job, the employee is required to have certain physical abilities. These abilities include, but are not limited to: sitting, standing, walking, bending, stooping, pushing, pulling, lifting (up to 25 lbs.) using hands to finger, handling, or feeling objects, tools, or controls and talking and hearing. Specific vision abilities required by this job include close vision, peripheral vision, and the ability to adjust focus.

Job Type: Full-time

Pay: $48,600.00 - $59,100.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person