Job Openings >> Executive Assistant
Executive Assistant
Summary
Title:Executive Assistant
ID:1355
Department:Administrative
Shift:N/A
Description


Purpose:  

Provide overall administrative support and coordination for the organization through the Executive Staff (CEO, COO, CFO), the Board of Directors and associated Committees. The Executive Assistant will provide ongoing support to the business operations of the organization.

Essential Duties:

 
  • Manages all administrative and data entry support for the Chief Executive Officer, Chief Operating Officer, Board Committees and other senior staff.
  • Responsible for administration support for the Organization.
  • Completes a broad variety of administrative tasks for the CEO and COO including composing and preparing correspondence that are sometimes confidential; electronic filing, arranging itineraries, and agendas; and compiling documents for meetings.
  • Responsible for volunteer management for the organization.
  • Responsible for scheduling the internal and external events, meetings, and operations of the organization.
  • Provides facilities maintenance support through scheduling, recordkeeping, and upkeep of the organization maintenance log.
  • Ensures prompt professional communication with staff, volunteers, clients, vendors, and external constituents.
  • Responsible for front desk receptionist at a minimum of one day a week. Provides back-up support as needed for front desk receptionist duties.
  • Successfully completes critical aspects of deliverables with a hands-on approach, create meeting materials, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the organization.
  • Assist with telephone, voicemail messages, and electronic communications for the CEO and COO.
  • Maintain accurate and appropriate records.
  • Create and maintain high quality work environment to perform at highest level.
  • Maintains a working knowledge of the operation of all Audio Visual (AV) and electronic office equipment such as copiers, fax machine, telephone system, e-mail, video and web-conferencing, as well as other computer software, and provides secondary support for those functions.
  • Run various reports from YWCA computer system.
  • Other duties as assigned to meet the organization's goals.

Education:

  • Associate’s Degree or equivalent combination of education and experience.

Knowledge and Experience:

  • Excellent computer skills in Microsoft Office Suite with a working knowledge of Excel
  • Strong customer service skills with ability to communicate in a professional manner with a wide range of people, including staff, volunteers, and clients.
  • Strong skills in planning, organization, evaluation, and written/oral communications.
  • Initiative, reliability, dependability, and maintenance of confidential matters.
  • Ability to handle multiple projects with overlapping deadlines.
  • Ability to keep accurate records and files.
  • Ability to exercise independent judgment and discretion when handling potentially confidential or sensitive matters.
  • Strong time management skills; ability to take initiative to solve problems and work with minimal supervision.
  • Continuously work as a team member and willingness to work with other teams.
  • Ability and willingness to continually improve technical expertise.
  • Must comply with organization’s policy of automobile insurance; must have a valid driver’s license and personal automobile insurance coverage.
  • Professional work attitude/manner and appropriate work attire.
  • Ability to keep accurate records and files.
  • Must comply with organization's policy of automobile insurance: must have a valid driver’s license and personal automobile insurance coverage.
  • Flexibility to change work hours as needed.

Physical/Mental Essential Requirements:

  • Walking, standing, bending, stooping, reaching, moderate lifting and carrying (up to thirty (30) pounds).
  • Full range of body motion including manual and finger dexterity and eye-hand coordination.
  • Requires corrected vision and hearing to normal range.
  • Ability to sit at a computer work station for extended periods of time.
  • Occasional need to stand for long periods of time.
  • Ability to focus on detail and accuracy of work product.
  • Work is performed primarily in a non-smoking office environment.
  • Occasional high stress may be experienced in dealing with clients, staff and volunteers.
 
YWCA is an EEO/Vets/Disabled employer that offers a full range of benefits for it's full-time employees.
This opening is closed and is no longer accepting applications
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