Executive Assistant - Temporary

This position is offered for a 60 day period and may be extended based on performance and agency need.

Responsible for providing administrative support to effectively facilitate the professional activities of the Executive Director.

• Regularly receives visitors and telephone calls, determining nature of business, exercising exceptional tact, diplomacy, and keen judgment. Ensures appropriate and timely access of internal and external stakeholders to the Executive Director and related public relations. Personally provides answers to inquiries based on general knowledge of organization’s functions, planned and accomplished activities, or on information available from office files and records; refers matters of consequential nature to the Executive Director or, as may be appropriate, takes and conveys messages.
• Maintains Executive Director’s calendar schedules and reschedules appointments as required, and makes travel arrangements when necessary. Arranges for conferences, meetings, and visits, inviting and infirming participants on subject matter, relaying pertinent information and administrative instructions, obtaining data and preparing reports for proceedings or minutes, as indicated.
• Receives and reads all incoming correspondence and action documents, segregates by subject matter and urgency, and dates all materials; obtains pertinent data and facts from key organization personnel, organization files and records.
• Establishes and maintains working files for the Executive Director to include: fiscal, programmatic, and personnel communications, as well as the formal files of the Board of Trustees. Annually reviews file systems and computer databases for recommendation of shredding or deletion.
• Assists Operations Manager in collecting, preparing and providing information to the Board of Trustees.
• Prepares and types organizational correspondence, letters, reports, statistics, memos, and other related textural and tabular material based on brief verbal notes or rough drafts as supplemented by data and information contained in office files and precedents. Is responsible for selection of proper format, spelling, syllabification, grammar, etc.
• Presents finalized material to Executive Director for signatory approval, release, dissemination and filing.
• Oversees supervision of Administrative staff regarding front desk reception and switchboard coverage, as well as ensuring operational efficiency of their administrative functions.
• Oversees mailroom sorting and distribution and courier/Fed Ex services
• Serves as point of contact for office supply requests/inventory for the Agency. Monitors and approves supply related invoices and expenses and deliveries.
• Serves as second point of contact for facility supplies, in line with Agency’s guidelines to reduce cost and waste, along with the Program Assistant.
• Entrusted to maintain the Agency’s corporate credit card. Reconciles invoice monthly.
• Serves as trusted liaison to management team, staff and vendors.
• Troubleshoots problems proactively on behalf of Executive Director (i.e., screens calls, reviews PO requests, expenses, and documentation brought to the Executive Director for authorization, approval and signature. Proofreads all work and advises Executive Director of any issues.

• Attends Board meetings and records minutes to be transcribed and disseminated among members on a timely basis
• Assists Board President and Board of Church Representatives in meeting preparation and dissemination of pertinent information to members.
• Volunteers to assist in various agency committees, to the extent that there is no conflict with the primary functions of this position.