Executive Assistant

Description Essential Duties/Responsibilities

• Acts as Assistant to the Executive Team of three-including, but not limited to, scheduling meetings, preparation of meeting documents, timely submission of expense report activity, managing files and communications, etc.
• Serves as backup to the administrative assistant and ensures there is coverage of the front desk during business hours
• Assists with new employee on-boarding process
• Maintains a professional presence and rapport at all times in interactions by phone or in person, in the face of rapidly changing circumstances, with board members, volunteers, donors, wish families, staff, and the community at large
• Assists staff with IT needs not requiring the skills of CTS (Excludes NOAH)
• Coordinates bidding of prices for various office supplies & manages office supply inventory
• Oversees general equipment maintenance such as the telephone system, telephone and data lines, as well as fax, copy, postage and other office equipment. Ensures smooth daily operations, solicits bids for repair/upgrade/purchasing of such items and manages contracts with appropriate vendors
• Manages utilization/bookings for conference room space and computer requirements
• Performs other duties as assigned
• Attends Leadership meetings as a “non-voting” member. Takes and distributes minutes and / or action items.
• Schedules regular and special meetings, including managing all logistics for off-sites and retreats.
• Act as “eyes and ears” for CEO maintaining confidentiality, being aware of sensitive issues and making appropriate judgement about what to communicate and share with State Director or others.
• Maintains internal team huddle calendar and operates technology during weekly team huddles

Desired

Qualifications:

• Bachelor’s degree
• Outstanding written and oral communications skills
• Exemplary customer service skills and attitude, poised, knowledgeable, caring professional
• Excellent organizational skills and attention to detail, as well as the ability to manage time and adhere to deadlines
• Able to manage multiple tasks at the same time with professionalism
• Strong problem-solving skills with the ability to troubleshoot & resolve technological problems
• Typing 40+ WPM
• Knowledge of Microsoft Office programs and general office equipment
• Salesforce experience preferred, but not required
• A high level of sensitivity when dealing with staff, donors, volunteers, wish families, and board members
• Self-motivated, flexible, and able to work with minimal supervision in a fast-paced environment

• Communicate effectively in person or using telecommunications equipment
• Enter and locate information on computer
• Grasp, manipulate and turn objects of varying size and weight requiring fine motor skills and hand eye coordination
• Sitting position while performing office tasks and while driving
• Ability to type on computer keyboard and use computer mouse
• Write documents and reports using a writing instrument or computer
• Occasional stooping, bending, lifting, carrying and/or placing of boxes of documents or other materials weighing less than 25 lbs
• Presents information in small or large group settings and to individuals
• Reads and visually verifies information often in small print
• Stand, move, and/or walk between offices, departments and during fundraising or events, sometimes on uneven ground
• Exposure to inclement and outdoor weather when walking between office buildings and participating in fund raising or events
• Travel to and from fundraising events and to fulfill of administrative/finance duties, as needed.
• Working hours are Monday-Thursday from 8:30 a.m. to 5:00 p.m. and Friday 8:30 a.m.
  
  -12:00 p.m., with breaks per company policy. Occasional evenings and weekends for special events and meetings.

• Employees are held accountable for all duties of this job, though this job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.
• This position is classified as Fair Labor Standards Act (FLSA) Exempt and is not eligible for overtime compensation.