Executive Assistant

JOB DESCRIPTION: Executive Administrative Assistant to the President

Reports To: President

Position Status: Full Time (40 HRS)

POSITION SUMMARY:                                                                 

Under the direct supervision of the President, the Executive Assistant to the President is responsible for assisting and supporting the President and/or other designated senior level staff in the daily activities, meetings and clerical task that ensure the agency has efficient and well-run operations.   Clerical tasks include accepting and making phone calls, setting business meeting agendas, sending memos, greeting and accepting visitors to the administrative wing of the President’s office, reviewing incoming reports, and setting the President’s daily schedule.  The Executive Assistant to the President will assist the President in carrying out policy research and analysis, drafting written communications, organizing and the board of directors and sub-committee meetings and drafting minutes, developing and managing the board binder.

The position requires the ability to work independently, and as a member of a team

PRINCIPAL ACCOUNTABILITIES:

• Provide clerical support that includes (not limited to) making travel arrangements, preparing reports, filing and organizing documents, and performing basic bookkeeping tasks
• Creating and maintaining databases related to program needs or internal and external distributions, mailing lists, etc. 
• Must be able to effectively communicate and interact with Pastors and Churches
• Provide monthly analysis of census data.
• Utilize agency databases for creating mailing lists, labels, merged form documents and reports. 
• Developing and maintaining systems (including filing) to organize materials, letters, contracts, etc. 
• Gathering information from internal and external sources upon request.
• Composition of routine letters regarding specific inquiries for data/information, announcements of meetings, research statistics, notes and minutes from meetings, etc.
• Provide quality customer service and greet all guest/visitors of the President
• Ability to complete research on best practices for interventions and services and as directed by the President compile data and prepare papers for consideration by President and Board of Directors
• Ability to edit budget spreadsheets for programs that are currently under development and existing programs based on President’s instructions
• Attend scheduled meetings and take minutes, develop agendas (as requested) collate minutes and distribute to all interested parties as deemed necessary.
• Maintain the President's and other designated senior leadership staff’s calendar by scheduling and organizing regular meetings as deemed necessary by President.
• Provide assistance in the writing and/or editing of program related content for standard operating procedures and/or blog post or media/social media responses used by the President when requested
• Assist with production of presentation materials for program meetings and site visits as requested by President and retrieve corporate documents, records, and reports
• Supports logistic planning and making appropriate reservations for events and for overnight travel for President and program staff as requested
• Provide quality customer service
• Support creating a professional work environment
• Clear understanding of agency strategic plan, theory of change, program operations, services, staffing structure of organization and ability to disseminate program information to both internal and external audiences
• Participate in staff development and all required Agency meetings
• Maintain all official administrative files in a current and organized format. File and retrieve organizational documents, records and reports.
• Maintain confidentiality in all aspects of client, staff and agency information that you may become privy due to your position in the organization.
• Answer the telephone for the President and handle all necessary arrangements and details for messages and voicemails as deemed necessary.
• Perform other related duties as requested.

SKILLS

• Leadership - the individual has the ability to delegate, inspire and communicate effectively. In addition, this person must make thoughtful decisions about the organization's mission and goals, and properly allocate resources to achieve those directives. 
• Problem solving—the individual identifies and resolves problems in a timely manner and gathers and analyzes information skillfully.
• Interpersonal Skills—the individual maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things.
• Oral communication—the individual speaks clearly and persuasively in positive or negative situations, demonstrates group presentation skills and conducts meetings.
• Written Communication—the individual edits work for spelling and grammar, presents numerical data effectively and is able to read and interpret written information.
• Planning/organizing—the individual prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
• Quality control—the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Adaptability—the individual adapts to changes in the work environment, manages competing demands and is able to deal with frequent change, delays or unexpected events.
• Dependability—the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
• Safety and security—the individual actively promotes and personally observes safety and security procedures, and uses equipment and materials properly.

QUALIFICATIONS:

• Bachelor degree from an accredited college or equivalent education and experience preferred
• High School Diploma accepted
• Minimum of five years’ administrative experience
• Typing skills are a must
• Shorthand or note taking/dictation skills
• Proficient computer skills in Microsoft Office Suite including but not limited to Word, Excel, Outlook & PowerPoint.
• Excellent interpersonal skills; Outstanding attention to detail; High level of organizational skills
• Ability to maintain confidentiality at all times
• Be a “self-starter” and goal driven to initiate donor visits and fundraising calls.
• Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others.
• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Be organized and exhibit “follow through” on tasks and goals.
• Display a positive attitude, show concern for people and community, demonstrate presence, self-confidence, common sense and good listening ability.

PHYSICAL DEMANDS: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is required to stand; walk; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 30 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.