Executive Administrative Assistant

Description: Essential Functions Supports the Executive Director (ED) in meeting duties and responsibilities, managing the Executive office Works collaboratively with all members of the management team in meeting the mission and vision of the organization Serves as a leader in the organization and positively contributes to the workplace climate Assists with grant writing and preparation of grant applications as needed Reads, records and routes incoming mail Takes dictation and transcribes notes on computer or transcribes from voice recordings.
Composes and types routine correspondence Organizes and maintains file system, and files correspondence and other records Receives the ED 's telephone calls, and arranges conference calls Coordinates schedule and makes appointments for the ED Arranges and coordinates travel schedules and reservations Arranges meetings and sends correspondence on behalf of ED Answers emails and correspondence on behalf of the ED or governing bodies Prepares and/or proofread articles and correspondence before they are approved by the ED Prepares outgoing mail, memos and correspondence Works with management in supply orders, and arranges for equipment maintenance Participates in program strategic planning and self-assessment processes Develops relationships with community partners, representing the agency Coordinates and arranges meetings and staff events, and prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings Attends Board of Directors and Policy Committee meetings monthly and other special scheduled meetings (after hours) Organizes company events and ED’s activities Prepares materials for presentations Assists in special projects Maintains communication with staff and public in general, including website and social media Communicates with staff in the areas of program updates, policies, and procedure changes May serve as a liaison between program agency, board, grantee, policy groups, community agencies, and private sector Develops and coordinates an administrative organization plan which delegates staff tasks, maintains line of authority and provide for channels of communication Maintains company documents and keeps them up to date Receives and maintains contracts, partnership agreements, and interagency agreements Researches and prepare reports Develop and maintain documents filing and retrieval system for organizational correspondences and records Prepare, review and process documents, agreements and procurement bids requested by the ED Maintains fiscal internal controls for checks and invoices Assists in annual program evaluation and development of annual report Reviews and adheres to all program regulations, including the Head Start Performance Standards and childcare licensing requirements Additional responsibilities as required Requirements: Required Education and Experience Bachelor’s Degree in communication or related field Experience working in an office setting.
Minimum 7 years Experience working directly for a Manager or Director.
Minimum 5 years Competencies Ability to communicate effectively both verbally and in writing Ability to maintain precise records Ability to work as part of a team as well as individually Commitment to serving in a community agency serving vulnerable communities Dedication to working closely and cooperatively in a community-based organization with diverse staff, clients, families and/or partnerships Sense of humor, high ethical professional standards, and multi-cultural perspective Flexible and adaptable to change and/or able to acquire the necessary skills to work in a creative and demanding environment including the ability to problem-solve and manage ambiguity and adversity Ability to work in an open, fast-paced, nontraditional agency under high pressure and sometimes competing deadlines Ability to demonstrate cooperative behavior and communicate well with all levels of staff, supervisors, children and families Computer literate and comfortable with acquiring new technology skills Ability to direct and lead staff Ability to work with children and adults Ability to maintain confidentiality within the organization The ability to have continual interaction with co-workers, parents, and children to provide information.
Must relate positively to adults The ability to frequently face deadlines with attention to detail and must complete tasks in a timely manner Considerable amount of variable levels of concentration with frequent or constant interruptions Must be able to handle multi-faceted tasks on a frequent basis Must have the ability to read, analyze and interpret data and legal documents Must have the ability to respond to common inquiries or complaints from staff, management or children and their families Must have the ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations Understand statistical data and charts Ability to define problems, collect data, establish facts and draw valid conclusions Ability to interpret an extensive variety of instructions and deal with several abstract and concrete variables