What are the responsibilities and job description for the Executive Assistant position at Child Advocates Incorporated?
Position Title: Executive Assistant to CEO
Team: Operations
Location: CAI offices and related locations
Position reports to: Chief Executive Officer
Status: Exempt
Qualifications
Work Experience:
- Minimum of two years’ experience as an Executive Assistant
- Proficiency in working knowledge of computers and database management
- Demonstrated excellence in written and verbal communication skills
- Proven experience in dealing effectively with large groups of people in a professional manner
- Proven flexibility and ability to respond quickly to changes in schedules
- Demonstrated ability to maintain confidentiality
Education: Bachelor’s degree
Licensure/Certifications: Will need to operate a personal vehicle, valid Texas driver’s license & current auto liability insurance
Essential Skills and Requirements
- Proven excellence in attention to detail, time management, prioritization, file management and organization skills.
- Ability to operate in a goal-oriented team environment. A team player that takes pride in work and in success of the team.
- Ability to handle multiple tasks in a limited timeframe and work independently and proactively.
- Must be able to work closely with the Board of Directors and Advisory Board members to communicate information professionally and efficiently.
- Intermediate to advanced working knowledge of Microsoft Office products: Word, Outlook, Excel, PowerPoint working knowledge of database management.
- Excellent customer service skills for interface with supervisor, team, volunteers, vendors, Board of Directors, and office visitors.
Essential Job Functions
- Coordinate schedules and meetings, including but not limited to room set-up, preparation of packets of information, meals and refreshments and audio-visual equipment preparation.
- Assist CEO in communications and any other administrative tasks as assigned by the CEO.
- Perform word processing for letters, minutes, and any other correspondence.
- Responsible for communicating meeting schedules, coordinating RSVPs, and tracking attendance at Board meetings and Advisory Board luncheon meetings.
- Attend Board and Advisory Board meetings. Take and transcribe minutes and distribute them to board members as appropriate.
- Coordinate and oversee event planning for Volunteer Appreciation Event, Advisory Board Luncheons/Meetings, and annual staff holiday party including but not limited to: all activities related to budgeting, planning, production, and follow-up for the events and, as needed, for other organizational events.
- Coordinate travel arrangements for the CEO and any other staff as needed, such as hotel accommodations, flight/car rental travel, membership/conference registration, etc.
Other Job Functions
- Update Board of Directors and Advisory Board members personal information including phone numbers, addresses and email addresses via Blackbaud and Microsoft Word.
- Manage Board of Directors annual forms and dues and organize and safeguard protected information and BOD files.
- Conduct, organize and file required background checks for Board of Director members.
- Additional duties, as needed, relative to the successful achievement of Child Advocates’ mission.
Core Organizational Behaviors
Employee behaviors which model:
- effective teamwork within the organization and positive collaborations with external organizations and individuals.
- a supportive and positive attitude towards organizational changes.
- demonstrated innovation.
- demonstrated capacity to perform at or above the stated job requirements.
- a level of professionalism and judgment in business situations appropriate to the position status.
Work Characteristics
Physical Requirements: such as lifting [indicate the approximate poundage}, sitting at PC or standing on feet for extended periods of time, steady arm posture, etc.)
- must lift up to 30 pounds,
- must sit at PC for extended periods of time
Additional: use of a personal car, valid Texas driver's license and current auto liability insurance
Work Conditions (commitments, such as weekends, short notice, extensive travel, working off-site)
- Load and drive personal vehicle for events
- Drive to and pick up items at vendors as needed
- Work offsite as needed
- Work weekends and evenings, as needed with advance notice
- Keep information confidential