What are the responsibilities and job description for the Administrative Assistant to the Executive Vice President position at Girl Scouts in the Heart of Pennsylvania?
Description
Position Summary:
This position is responsible for providing day-to-day administrative support to the Executive Vice President.
Key Responsibilities
Position Summary:
This position is responsible for providing day-to-day administrative support to the Executive Vice President.
Key Responsibilities
- Perform administrative tasks, including but not limited to coordinating projects, preparing meeting materials, scheduling calendar appointments, directing phone calls, and greeting visitors.
- Assist in scheduling, planning, and running meetings, events, and activities: work with vendors to coordinate logistics, coordinate staff and volunteer participation, and take meeting minutes when requested.
- Prepare written communications, including memos, emails, invoices, reports, letters, mail merges, information packets, and other correspondence while exercising attention to detail and high level of professionalism.
- Prepare and support presentations, webinars, PowerPoints, and related materials - obtain, assemble, and coordinate related documents.
- Organize and maintain records, files, and databases, including electronic and physical filing systems.
- Provide clerical support, including but not limited to printing, copying, scanning, and preparing donor packages and presentations.
- Create and pull statistical reports, review and summarize data, such as: key performance indicators, donor lists, survey results, etc.
- Execute projects, including organizing important information, monitoring progress, and keeping everyone in the loop. Organize tasks to ensure projects are running smoothly and no critical deadlines are missed.
- Ensure the integrity and confidentiality of the council’s correspondence, internal processes/policies/procedures, and executive level discussions/information.
- Collaborate with Girl Scouts of the USA and other Girl Scout Councils as needed.
- Provide professional, quality customer service to all customers (donors, members, volunteers, staff, and other community contacts).
- Demonstrate commitment to the Girl Scout mission and the Girl Scout Leadership Experience by representing GSHPA in a positive and professional manner.
- Work independently with limited supervision.
- Perform other duties as assigned in support of council-wide initiatives and cross-functional teams to further the mission of GSHPA.
- Three to five years of experience in an administrative position.
- Highly proficient in MS Office, Adobe Acrobat and virtual meeting platforms.
- Possess professional communication skills and excellent grammar, strong phone and email etiquette.
- Use sound judgment and critical thinking skills when decision making.
- Strong time management and organizational skills with the ability to prioritize a high volume of work while managing multiple deadlines and staying calm under pressure.
- Possess business and persuasive skills and communicate strategically on COO’s behalf.
- Work independently and with limited supervision.
- Efficiently operate standard office equipment.
- Work with individuals of diverse background and ages in a professional manner.
- Adapt well to changing circumstances, direction, and strategy.
- Work a flexible schedule, to include nights and weekends, as needed.
- Hold and maintain a valid driver’s license - access to reliable transportation required.
- Travel throughout the council, as needed.
- Lift/carry 25 pounds.
- Sitting, standing, or walking for a moderate period of time is required.