Executive Assistant

SUMMARY

The executive assistant will perform essential administrative duties to support the Executive Director and the Chief Operating Officer of Open Hand Atlanta.

JOB SKILLS,RESPONSIBILITIES, CHARACTERISTICS

Support the Executive Director and COO of Open Hand Atlanta:

• Act as liaison to clients, constituents, staff, and Board of Directors
• Maintain and manage Executive Director’s and COO’s appointment calendar up to and including scheduling meetings, travel dates, lunches and dinners.
• Prepare, manage, and maintain Executive Director’s and COO’s expense reports and files.
• Schedule Leadership Team and Senior Director monthly meetings and prepare agendas.  Attend Leadership Team meetings to record key decisions and action items.  Distribute action items to Leadership Team post meeting.
• Coordinate with Board of Director’s respective office staff to avoid scheduling conflicts when confirming Executive Director’s availability.
• Assist Executive Director in fundraising activities with Board Members and major donors to the organization.
• Assist Executive Director with hosted dinners and cultivation events.
• Reserve meeting rooms, provide refreshments for meetings and provide general clerical support.
• Maintain and manage collaborative, associates, partnerships and administrative files.
• Compose, prepare and maintain correspondence involving complex and non-routine matters as instructed by the Executive Director and COO.
• Note commitments made by Executive Director (ED) through telephone and personal contacts when ED is unavailable.
• Liaise with key principals to coordinate special projects as directed by Executive Director or COO.
• Maintain Board Member Communication
• Make all arrangements for Board of Directors’ meetings; prepare meeting agenda.
• Create and prepare minutes from Board of Directors’ (BOD) meeting on behalf of the Board Secretary as may be reviewed and approved by the Board President and Executive Director. Manage BOD-related minutes and its official communication records.
• Communicate updates via e-mail to Board.
• Schedule and organize Board Orientation sessions with key staff members and new Board members.
• Notify new Board members of their election to the board and responsibilities as a member of the Board of Directors.
• Record and maintain current Board of Director’s list, terms of service and new Board Member Manual.
• Make arrangements for the Annual Board of Directors retreat including location, seating, refreshments and other logistics.
• Complete other job-related duties that are within the defined scope of this job description as defined by Executive Director and COO.

       PHYSICAL DEMANDS

      The employee is regularly required to sit at a computer, answer the telephone, use hands and arms to write, file, and perform other office duties.  The employee is occasionally required to walk, stand, and lift and/or move 30 pounds.  The employee must be able to talk, hear, and see. A valid driver’s license and own transportation is required.

LANGUAGE

Ability to communicate effectively with other professionals and clients, utilizing acceptable English grammar standards.  Ability to effectively communicate and present information to the public.

MATHEMATICS

Ability to add and subtract two digit numbers and to multiply and divide.  Ability to perform these operations using units of American money and weight measurement, volume and distance.

REASONING

Ability to apply common sense understanding to carry out detailed but uninvolved written and oral instructions. Ability to deal with problem situations in a professional manner.

CERTIFICATES / LICENSES / REGISTRATION

A valid driver’s license and reliable transportation required. 

DRUG FREE WORKPLACE

Open Hand is a drug free and substance abuse free work environment.  Random drug testing may be conducted by an external, neutral tester on all employees.  Any perceived use of drugs or reporting to work under the influence of alcohol may be grounds for immediate dismissal.

EQUAL OPPORTUNITY

Open Hand is an equal employment opportunity employer. Employment decisions are based on merit and business needs, and not on race, color, citizenship status, national origin, ancestry, gender, sexual orientation, age, religion, creed, physical or mental disability, marital status, veteran status, political affiliation, or any other factor protected by law. Open Hand complies with the law regarding reasonable accommodations for handicapped and disabled employees.