Part-Time Executive Assistant (hybrid)

ESP is seeking a new part-time Executive Assistant to join our executive team! This position will report to the COO and work in collaboration to achieve the goals of the executive team.  

About ESP:

Extra Special People, Inc. (ESP) exists to create transformative experiences for people with disabilities and their families, changing communities for the better. What began as a local summer camp in 1986 has flourished into an innovative and growing nonprofit that serves more than 800 families of children with disabilities across the state of Georgia and beyond with programs in Athens, Rome, and Atlanta, Georgia.

Position Description:

The Part-Time Executive Assistant (EA) position is to be the right hand of the COO in all things supporting organizational oversight and day-to-day operations. This position demands a high level of discretion and trustworthiness. The EA must be flexible, able to adapt, and have emotional intelligence to shift between people. The EA must have great communication and organization skills. 

The EA will help the COO with day-to-day operations, particularly as relates to schedule management and communications. The EA will help plan their days, draft emails, provide meeting preparation and support, coordinate travel (when needed), and other duties so that they can further support the organization.

Primary Responsibilities: 

• Supporting the Chief Operating Officer in all aspects of their job, setting them up to reach their goals
• Administrative tasks that support the work of the COO 
• Meeting support and preparation
• Support with process creation and systems oversight 
• Other duties to support the administrative needs of the organization

Essential Functions & Responsibilities:

• Lead calendar and meeting management 
• Support with drafting correspondences and preparing communications on behalf of the COO
• Email inbox organization
• Draft recurring correspondence (i.e. Monday Motivation, Wake Up Wednesday)
• Assist with organization of meeting scheduling, materials and presentations
• Take minutes at required meetings and draft follow-ups
• Calendar keeping, including making appointments, setting reminders, and prioritizing the most sensitive matters and deadlines
• Answering phone calls in a polite and professional manner
• Maintaining comprehensive and accurate records 
• Perform minor accounting duties, to include upkeep of expense reports and receipts
• Prep training and support materials as needed
• Maintenance and organization of company-wide Shared Drive for processes and documentation
• Draft process creation
• As needed, coordinate travel itineraries and accommodations for trips
• Assist with research for vendors

Job Requirements:

• Listening and Communication Skills: Expected to follow instruction from supervisor and ability to understand those instructions with little or no follow up. Good listening and communication skills ensure that the information is relayed correctly. 
• Superb written communication skills including the ability to write reports and produce email correspondence
• People/Interpersonal Skills: the EA will be working directly with the COO. The EA will be the first line of communication between COO and the outside world, potentially speaking with clients, other employees, and upper management.
• Organizational Skills: COO will likely rely on you to keep the working day in order and adjust as needed in real time
• Computer Skills: Writing emails, transcribing notes, Salesforce, Asana, copywriting, and creating spreadsheets or printing documents figure heavily in a typical day.
• Must be able to tolerate interruptions and changing from one task to another without loss of efficiency or composure
• Comfortable working with Excel, project management software, Google Suite, and Microsoft Suite

Knowledge and Skills:

• Impeccable attention to detail
• Comfortability and confidence in communicating with employees and the outside community
• Proven ability to effectively manage multiple priorities, meet deadlines, solve problems, and produce results
• Self-motivated, task-oriented, and the ability to work independently to achieve goals
• Ability to demonstrate ESP’s values in an ongoing and consistent way
• Must complete and pass a criminal background check

Preferred Qualifications:

• Degree or certificate in a related field, or equivalent work experience
• Experience supporting another leader preferred
• Previous nonprofit experience preferred
• Experience with Salesforce and Asana project management software a plus

Benefits:

• Flexibility in scheduling and work location
• A fun, energetic, and passionate employee culture
• The opportunity to be a part of an undeniable mission changing lives daily

Job Details:

• Salary: Commensurate with Experience
• Hours: Part-time, up to 29 hours per week
• FLSA Status: Non-Exempt
• Immediate Supervisor: Chief Operating Officer (COO)
• Location: Watkinsville, Georgia & Remote (hybrid)

Qualified applicants should send a cover letter and resume to erin@espyouandme.org