Description

• The Executive Assistant is responsible for providing administrative/secretarial support for Nia Association Executive Management Team.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Maintain Corporate Meeting Schedule. Notify Executives of important meetings and conferences. 

• Schedule Human Rights Committee, and other meetings. Call attendees with reminders of meetings. Prepare agendas, take minutes /recordings and transfer discussions into written form. Ensure minutes are completed accurately before sending to attendees. All minutes must be safely secured on the Executive or designated server.

• Member of the Policy Review Committee. Review all policies to ensure no spelling or grammatical errors prior to release. 

• Assist with the Quality Assurance (QA) processes, and the multitude of major State and Local coordination that is necessary for effective operations.

• Exercise considerable judgment and discretion in handling requests for appointments and telephone calls.

• Perform general clerical duties including but not limited to filing, photocopying, faxing and mailing.

• Demonstrate a high level of professionalism in dealing with confidential and sensitive issues.

• Assist Executives by ensuring incoming mail is timely and correctly distributed. 

• Assists with preparing internal and external correspondence.

• Perform general administrative and clerical duties including but not limited to: Typing, taking minutes, filing, photocopying, faxing and mailing.

• Occasionally attend local Conferences, Webinars, Seminars and bring disseminated information back to the Executive group.

• Assist in preparing Certificates of Service for tenured employees, planning potlucks, celebrations, and secure contributions for Nia website updates and publishing monthly Newsletters.

• Facilitate special events registration and execution.

• Other relevant administrative duties as assigned as well as monthly social functions for clients.

Requirements

• Experience as a Secretary or Executive Assistant is required. .

• Versatility and a willingness to work within constantly changing priorities with enthusiasm.

• Possess excellent verbal and written communication skills.

• Proficient with the use of MS Word and related database operations.

• Proven ability to work independently or as a valuable team member.

• Proven ability to multitask is essential and possess excellent presentation and interpersonal skills.

• Must possess a healthy respect for confidentiality as well as privileged information.

• Must have a valid driver’s license with an acceptable driving record.

• Successful completion of all mandatory training.

• Certified Incident Management Trainer through DIDD.

PHYSICAL AND MENTAL DEMANDS:

• Must be able to move or lift a minimum of 25 pounds.

• Must be able to stand, bend, lift and move intermittently throughout the workday in the office area and in the field.

• Must possess the ability to deal tactfully with recipients with developmental disabilities, internal and external partners as well as family members/guardians.