Executive Assistant

JOB DESCRIPTION

TITLE:                        Executive Assistant

STATUS:                    Full-time; Exempt

REPORTS TO:           CEO

The Executive Assistant reports to the Chief Executive Officer and provides administrative support to the CEO, COO and designated staff of Promises2Kids. The Executive Assistant works as a liaison to the Board of Directors and manages office operations including supervising the Office Assistant. Other responsibilities include employee intake and orientation, ensuring the finance department receives check requests, timesheets, and administrative expense summaries. The Executive Assistant provides administrative support to the CEO and COO coordinating meetings and office activities. The Executive Assistant serves as the primary liaison between the community and the CEO, and maintains the CEO and COO’s calendars.

Responsibilities:

• Serve as the liaison on behalf of the CEO with the Board, Board Committees and others as directed requested by the Board or CEO.
• Provide administrative and clerical support to CEO and COO, including calendars.
• Manage front office including, equipment, managing supply inventory, develop and manage office policies and procedures for front office efficiency and customer service.
• Responsible for New Employee Orientation and Training Plan.
• Responsible for stewardship on behalf of the CEO; including sending items for recognition of birthdays or other purposes, sending correspondence after CEO visits, researching community events weekly and sending notices of any news coverage to contacts as directed by CEO.
• Maintain board of directors and personnel files, and ensures they are up to date.
• Responsible for identifying training needs for the office, planning the training calendar and securing the appropriate trainings to ensure staff are receiving the training and support they need from Promises2Kids.
• Working in the CRM software (Raiser’s Edge) to track interactions with the CEO, donor notes, scheduled visits, notes sent, etc.
• Ensure invoices are processed and sent to appropriate vendors timely.
• Supervise the Office Assistant.
• Prepare expense reports and mileage forms for CEO & COO.
• Prepare meeting minutes for Board, and other meetings as requested by the CEO.
• Track Board terms, service, commitments, and contacts and rosters.
• All other assignments and projects requested from the CEO or COO.

QUALIFICATIONS:

• Minimum of 2 years of experience as an Executive Assistant.
• Advanced proficiency in computer skills including the entire MS Office programs including Outlook and MS Word, word-wide web, internet communication programs, and computer software programs. PowerPoint desirable.
• Excellent organizational and interpersonal communications skills.
• Solid writing, editing and presentation ability.  Excellent proofreading skills.
• Ability to work independently, demonstrate initiative, complete tasks assigned, and report on assignments.
• Ability to pay attention to detail and also remain “big picture” oriented.
• Ability to work under pressure, set priorities and meet deadlines.
• Ability to handle sensitive information with confidentiality, diplomacy and tact.
• Professional demeanor, flexibility and ability to respond to multiple demands.
• Able to assume responsibility and to work as part of a close-knit team.
• Adheres to organization’s Policy and Procedures.
• Acts as a role model within and outside the organization.
• Maintains a positive and respectful attitude.
• Communicates regularly with supervisor about department issues.
• Consistently reports to work on time prepared to perform duties of position.
• Demonstrates flexible and efficient time management and ability to prioritize workload.
• Demonstrates good judgment.
• Produce high-quality work and follow through on projects.