Executive Assistant

POSITION SUMMARYThe executive assistant shall provide operational support to executive staff, which includes assistance in meeting facilitation, event management, contract oversight, operational compliance, accounting services, front desk services, and clerical support to ensure a professional and productive office environment is always maintained.

Annual Salary: 40,000- 47,000

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Meeting Facilitation

•       Coordinates with multiple stakeholders to schedule and host virtual, in-person, and hybrid meetings.

•       Fosters and facilitates continuous communication channels with the Board of Directors, ensuring timely updates and a seamless flow of information.

•       Builds meeting agendas based on the input and desired outcomes of all appropriate stakeholders.

•       Delivers agenda, meeting information, and related materials to attendees before each meeting.

•       Ensures appropriate space, facilities, materials, technology, and layout is established for all meetings.

•       Takes proactive action to ensure executive staff is properly prepared for meetings and other events.

•       Ensures meetings are being facilitated by association bylaws and best practices.

•       Provides technical support and management for all attendees throughout each meeting.

•       Surveys dietary restrictions and ensures meals, refreshments, and catering needs are met at each meeting.

•       Responsible for taking, reporting, and delivering meeting minutes within one week of the meeting (when minutes are required).

•       Assists executive staff with calendar management, including scheduling appointments, sending invites, preparing staff for upcoming meetings, hosting technology, and providing follow-up post-meeting.

•       Serves as the primary point of contact and support for all appointment/meeting-related events.

Operational Support

•       Oversees filing, processing, accessibility, and security of all organizational documents.

•       Manages maintenance contracts, subscription services, and other internal supports.

•       Provides support to the 211 team, including advocacy, outreach, marketing, and assistance with caller concerns, special requests, and 211 representations as assigned.

•       Provides support to the financial team, including processing, documentation, secure filing, regular bank deposits, assistance with audit requests, and other entry-level tasks.

•       Provides program management for select member services, including assistance with documentation, deliverables, and general program support as needed.

•       Provides technical support for office-related technology, such as Zoom, Constant Contact, DocuSign, printer services, and other industry-standard products and services.

Communication

•       Reviews and analyzes external communications; summarizes information and action items.

•       Provides internal communication and updates to all appropriate staff and departments.

•       Serves as the main point of contact for all general and administrative inquiries.

•       Prepares presentations for key meetings and events, which may include the collection and aggregation of multiple reports, submitted in various formats, from a variety of departments, staff, and stakeholders.

•       Prepares, composes, and prioritizes communication strategies and management of executive staff.

Additional Duties:

·       Performs general administrative duties as required, including typing reports and correspondence, entering and retrieving computer data, copying and filing documents, sending and receiving emails, answering the telephone, etc.

·       Continually stays up to date and adheres to all policy, procedure, and/or process changes. 

·       Completes all work accurately, safely, and efficiently.

·       Keeps work area clean and safe.

·       Ensures professionalism and exceptional customer service during all interactions while performing job representing the Association.

·       Exhibits strong ethical standards; ability to create trust and integrity with co-workers, customers and community.

·       Adheres to Employee Handbook and other relevant policies and procedures.

·       Maintains regular and sustained attendance.

·       Performs other appropriate duties as assigned.

EDUCATION, SKILLS, AND EXPERIENCE – REQUIRED

•       High school diploma or GED.

·       Minimum 5 years related experience in executive-level support.

·       Ability to interact well with others and to maintain positive working relationships throughout the community with diverse groups of people.

·       Strong oral and written communication skills.

·        Excellent organization and planning skills.

·       Effectively and appropriately communicate with staff, partners, and other stakeholders.

·       Communicate the 211 and United Way Mission with a variety of community stakeholders.

·       Ability to multitask and prioritize responsibilities to achieve expected outcomes.

·       Ability to respond effectively to sensitive inquiries or complaints.

·       Ability to interpret instructions in a variety of forms.

·        Knowledge of Microsoft Office products with emphasis on Word, Excel, and PowerPoint.

·        Must possess and maintain a valid state driver’s license with an acceptable driving history.

EDUCATION, SKILLS, AND EXPERIENCE – PREFERRED

·       Associates or Bachelor’s degree in related field. 

·       Experience in non-profit, community service, or volunteer organization.