Executive Assistant

PURPOSE

Under supervision by the Executive Director, the Executive Assistant provides administrative support to the leadership team of the organization. The core purpose of this position is to enable the executive leadership team to concentrate on strategic initiatives by providing comprehensive support, anticipating needs, and providing professional communication assistance to this position’s stakeholders.

ESSENTIAL JOB FUNCTIONS

• Executive Calendar and Time Management: Organize, schedule, prioritize, and identify conflicts on the executive team calendar to ensure optimal use of time, and seamless scheduling for this position’s stakeholders.
• Communication and Correspondence: Serve as the primary point of contact, or first line in communication by drafting emails, organizing inboxes, taking phone calls, and documenting correspondence.
• Meeting Documentation: Support meetings through preparation of meeting materials, scheduling and confirming meeting locations, drafting important follow up information, and sending reminders.
• Administrative Support: Collect receipts and organize expenses, send invoices, maintaining records, and filing/organizing documentation.
• Board Communication: Attend board meetings and committee meetings to record meeting minutes, send follow up emails, and provide meeting reminders.
• Material Updates: Updates pages on the website, social media materials, and print materials which reflect edited, altered or new information/dates.
• Purchasing: Manage inventory of office supplies and program materials, and prepare purchase requests for items as needed.
• Accepts other duties as assigned by the Executive Director that support the operations of NCCJ.

REQUIRED QUALIFICATIONS

Education, Training and/or Experience

Minimum of an associate’s degree in a relevant field such as business administration, office management, or administrative services.

Two years of office management and administrative support experience is preferred, but not required.

Knowledge, Skills, Abilities and Personal Characteristics

• Commitment to diversity, equity, inclusion and social justice.
• Digital fluency including the ability to work within a Google Workspace Account including Gmail and Google Drive, managing multiple complex email inboxes and calendars, the ability to manage Zoom accounts, and acclimate to a customer relations management system.
• Present well-developed problem-solving capabilities.
• Strong organizing skills.
• Communicate effectively and concisely, both orally and in writing. Communicates needs and challenges proactively to the Executive Director.
• Ability to proofread. Detail oriented.
• Work collaboratively to achieve desired outcomes with internal staff and external customers, partners, and all stakeholders.
• Prioritize and manage multiple projects and adhere to strict timelines.
• Demonstrate a high degree of initiative, insight and independent judgment.
• Tactfully and effectively deal with the public and staff in a personable and professional manner.
• Maintain a high level of energy and a consistent positive attitude.

Certification, Licenses, Registrations

Valid Driver’s License

PHYSICAL DEMANDS

• Nature of work requires the ability to operate standard business office equipment.
• Requires ability to communicate and exchange information, collect, compile and prepare work documents, set-up and maintain work files.
• Should be capable of moving up to 25 lbs.
• Travel by automobile will be required.

WORKING CONDITIONS

Work performed in a general office environment [as well as in the field]. May require availability for additional hours during peak periods. Requires periodic participation and attendance at organization-sponsored events and meetings. Able to work occasional evenings/weekend events and maintain reliable transportation.

This job description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of NCCJ of Greater Dayton since no job description can detail all the duties and responsibilities that may be required from time to time in the performance of a job.

CONDITIONS OF EMPLOYMENT

The final applicant selected for this position, prior to appointment, will be required to complete and pass a background check paid for by NCCJ.

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• Health insurance
• Paid time off

Work Location: In person

Salary : $40,000 - $45,000