Administrative Assistant - Executive Office

POSITION Administrative Assistant
NON-EXEMPT / NON-UNION
DEPARTMENT: Programs Management & Support
SALARY: $75,000

SUMMARY DESCRIPTION OF POSITION
Reporting to the Chief Impact Officer, this position serves as Administrative Assistant in the Executive Office department, providing administrative and clerical support for the day-to-day operations of the executive office and supports the work of the Programs Management team.

PRINCIPAL DUTIES
• Provide comprehensive support to Chief Impact Officer and executive office by managing high-volume phone communications, coordinating mail and guest reception, and executing administrative tasks including document preparation, data entry, and records management with precision and discretion.
• Serve as administrative assistant to President & CEO in the absence of the Exec Associate/Office of the CEO.
• Assist with staff scheduling as directed by Chief Operating Officer.
• Draft, edit, and manage high-stakes correspondence and internal documents
• Join critical meetings to take notes, draft minutes follow up, and ensure accountability
• Arrange Executive Office meetings including preparing and sending out meeting notices and invitations, booking rooms, food ordering, IT requirements, meeting material preparation, etc.
• DMS entry regarding constituents as directed according to established protocols.
• Compose letters or other written materials independently or in accordance with oral and written directions. Assist Program Management teams’ technical report writing, editing and preparing statistical material and coordinating report and resource material for publication as directed.
• Act as document liaison to accounting, campaign and other departments, copying and delivering check requests, expense reimbursements, contracts, pledge cards, checks, etc.
• Develop and maintain various office, department and recordkeeping procedures; Handle highly confidential material in a discreet manner.

ADDITIONAL DUTIES
Be available to supervisor for additional assignments, as required, including assisting with the Campaign.

EDUCATION & EXPERIENCE REQUIRED FOR POSITION
• B.A. preferred or 3 years of demonstrable administrative experience supporting C-Suite or other senior leadership.
• Competence in using various office software and communication tools, such as Microsoft Office Suite and collaborative platforms. Able to type 40 WPM with strong documentation skills.
• Excellent verbal and written communication skills to effectively interact with internal teams, external partners, and community members. Ability to handle multiple priorities and assignments, be flexible and work independently.
• Maintain professionalism and strict confidentiality with all materials.
• A hybrid work model will be implemented for certain positions during transition back to worksite(s). This position must report to worksite on non-remote workdays.