Executive Assistant

It's a great feeling to work for a company that does so much good for others around the world!

Minimum Qualifications: Required-Associate's degree or Certificate in Office Administration. Six (6) years of progressive administrative experience. Excellent editing and typing skills (70 WPM). Valid driver's license and work eligibility status. Pass a criminal and driving background check. The ideal candidate for the Executive Administrative position must have excellent written and communication skills, ability to carefully analyze files and data (attention to detail), possess strong organizational skills, ability to multitask and adapt in a fast-paced environment and work collaboratively and independently to achieve stated goals on deadline.

Preferred Qualifications:

Bachelor's degree. Knowledge of Non-Profit administration

Supervises: None

Summary: The Executive Assistant supports multiple Executives within the First Day Foundation to assist in the smooth management and operation of assigned programs in accordance with agency policies and procedures and established federal and state requirements and standards.

Critical Action Items:
1. Assist executive leadership with contract and legal affairs, including contract analysis. Analyze contract requirements, special provisions, terms and conditions to ensure compliance with appropriate laws, regulations, corporate polices and business unite procedures.
2. Manage confidential matters for executive leadership.
3. Provide administrative support for executive leadership, board of directors, councils, consultants, and other agency needs.
4. Produce final drafts of minutes, manuals, rosters, grant requests and miscellaneous executive documents.
5. Collect, collate and distribute information and maintain and organize Headquarters data and files.
6. Answer phone calls, direct calls, maintain calendars, schedule meetings, reserve rooms/conference bridges, coordinate meeting travel and logistics, attend and record meetings.
7. Provide financial administrative assistance for invoicing, requisitions, expense reports. Track resources, leases, contract agreements and other relevant programmatic items.
8. Conduct in-depth research as assigned by executives, gather background information, prepare executive summaries and reports.
9. Support the provision of ongoing monitoring results including data on programs
10. Support and participate in staff development, including completion of minimum training requirements as specified in state and federal standards, continuing professional development, and staff wellness initiatives.
11. Manage the purchase order system including tracking receipts and invoices; contacting with vendors, contractors, suppliers, and the Accounting Office; and providing feedback, evaluation, motivation, and direction to staff.
12. Manage the office suite for supplies, equipment, cleanliness, readiness for meetings/conferences etc.
13. Support executive team, as needed, with travel, itineraries, and organizing all background materials in advance.
14. Participate in scheduled meetings, as required.

Other Responsibilities:
1. Manage confidential matters for the President and executive team members including direct and frequent interactions with other executive level leaders.
2. Provide administrative support for Executives including maintaining the office calendar, managing internal and external correspondence, researching topics, analyzing data/files, preparing executive summaries, and coordinating with other departments and external stakeholders.
3. Track resources, leases, contract agreements and other relevant programmatic items for quality assurance.
4. Prepare correspondence, memos, presentations, contracts, charts etc. and proofread copy for spelling/grammar and layout to ensure clarity and accuracy of documents.
5. Supervise volunteers in clerical, data entry and other miscellaneous duties assigned.
6. Maintain confidentiality.
7. Support other special projects and perform other job duties as assigned.
8. Maintain professional and ethical standards of conduct

Measurable Deliverables:
1. Communication inquiries are acknowledged within the same business day.
2. Meet all…