Executive Assistant

Overview

Every TAP employee shares in TAP’s responsibility to “Mobilize Community Resources” in support of TAP’s anti-poverty efforts.

Manages the Central Administration office under the direction of the President/CEO of TAP and assists the Board of Directors as needed. Performs a variety of administrative duties in support to the President, Vice-Presidents and the TAP Board of Directors. Coordinates fund development activities.

Supervised by:
President and CEO

Supervises:
No one

Coordinates with:
President/CEO, Leadership Team, and the Board of Directors

Duties include but are not limited to:

• Performs the following duties related to the TAP to the Board of Directors:
• Assuring at least a quorum and preferably maximum attendance at all board meetings by calling each member one week before board meetings as well as sending out all regular board mailings no later than the Wednesday prior to the board meetings, making arrangements for teleconferencing for those who are out of town or ill, and taking whatever steps necessary to maximize attendance.
• Making all arrangements for all scheduled and called TAP Board Executive Meetings.
• Maintaining a current listing of all TAP Board Members, Board Committees, TAP Board of Commissioners, and TAP Advisory Boards.
• Assuring that every board member is serving on a TAP Board Committee, on the TAP Board of Commissioners, or Advisory Board that reports to the TAP Board of Directors.
• Maintaining attendance records of all the above in order to credit attendance to those participating.
• Preparing and maintaining the minutes for all Board and Executive Board meetings.
• Maintaining copy of minutes from all committee structures reporting to the TAP Board of Directors.
• Working with TAP Directors and staff assigned to all TAP Board Committees to ensure that committees are meeting as scheduled, and that committee members are notified via email and/or by mail of the meetings and agendas. Also, notifying the President/CEO of the upcoming meeting schedules and of potential problems.
• Notifying any board vacancies to the President/CEO and Board Chair, membership Chair and assisting in recruiting new members for vacant positions.
• Communicating any illnesses or deaths of board members and their families to the Chairman and fellow board members.
• Assisting the President/CEO in preparing agendas for Board and Executive Board meetings.
• Maintaining a hard and electronic copy of all official board documents, including current By-Laws.
• Submitting minutes of monthly meetings to the Office of Community Services within 30 days of board approval.
• Providing necessary board information to the planning department for reports and grant submissions.
• Prepares and maintains a new board members handbook.
• Requests and maintain board members term letters from appointing organizations.
• Communicates bylaw requirements in reference to procedural matters of the board, as needed.
• Handle all donation-related communications, from clothing to office equipment, and liaise with various departments to manage in-kind donations.
• Managing all communications with the President’s office including:
• Managing the flow of all mail to the President’s office, assuring that the required persons are copied on all important documents, and that all documents requiring signatures or responses are completed.
• Preparing all documents requiring the President’s signature including requisitions, legal documents, and communications.
• Answering the President’s phone in his/her absence or if occupied and taking messages, including checking voice mails.
• Working with the President in setting up for, preparing agendas for, and notifying Leaders as necessary of meetings or any critical correspondence.
• Assisting the President in preparing written communications as requested and maintaining files of such communications; however the President will handle the majority of his/her correspondence.
• Assisting the President in preparing for, recording minutes when appropriate, and overseeing all communications for the following meetings:
• Monthly Leadership Meetings
• Annual and Semi-Annual Leadership Planning…