Executive Administrative Assistant

Overview

• Location:
  
  3216 S. National Ave, Springfield, MO, 65807, United States
• Base Pay: $21.00 / Hour
• Job Category:
  Support
• Employee Type:
  Non-Exempt

PRIMARY PURPOSE OF JOB:

The Executive Administrative Assistant I plays a crucial role within the organization by ensuring that daily operations run smoothly and efficiently. This position is vital for supporting various departments and executive leadership, helping to organize data and information and meet operational goals. The Executive Administrative Assistant I will assist in managing operational workflows, assist with project management, organize meetings and maintain calendars, organize and maintain digital and paper records, facilitate internal communications, and support the coordination of various vendor services.

This description may not include all duties, knowledge, skills, or abilities associated with this position.

ESSENTIAL FUNCTIONS AND PERFORMANCE AREAS:

• Manage and maintain operational schedules, calendars, meeting logistics and special projects for executive leadership and project teams.
• Coordinate meetings, appointments, and travel arrangements for the executive team.
• Attend meetings as requested, prepare agendas, take meeting minutes, and prepare documents, presentation materials and other meeting materials and necessities.
• Perform data entry and support the maintenance of various databases related to operations.
• Will run technology for meetings, as requested.
• Support operational process improvement initiatives by gathering data and identifying bottlenecks and suggesting solutions.
• Prepare, proofread and distribute reports and operational documentation.
• Track data to include operational scorecards for all programs, data related to projects, reports and agency plans. Responsible for developing engaging and appealing quality metrics reports using both narrative and graphic styles.
• Assist with development, organization and implementation of projects as requested including coordinating cross-departmental projects.
• Monitor track and update project deadlines and provide reminders to leadership.
• Assist in development of grant proposals, grant update reports and the tracking of deliverables of grants.
• Maintain organization of digital and physical filing systems for easy access to critical information.
• Coordinate vendor communications, prepare and submit purchase orders, and inventory and order supplies with executive level approval and as requested.
• Work closely with and cross train with the Executive Administrative Assistant II, assuming functions of that role as a backup when needed or as assigned.
• Support the Employee Appreciation Committee, acting as liaison between the committee and the executive team as well as actively participating and providing hands-on support during employee functions including quarterly all-staff meetings, Employee Appreciation Day, and other like events.
• Assist with strategic planning meetings, documentation and process.
• Available to attend Abilities First Board meetings, after hour functions or other off-site meetings and functions as requested.
• Provide backup support to reception, covering front desk duties, as requested.
• Perform other related work as assigned by members of executive team.

• Abilities First employees are expected to model exemplary leadership at all times. This includes representing the agency in a positive, respectful, and professional manner through words, actions, and expressions. Employees are expected to communicate concerns, challenges, and differing perspectives through the established chain of command, using constructive, solution-focused, and professional language rather than judgmental or disparaging commentary. Abilities First expect staff to observe the highest ethical standards, maintain professional conduct above reproach and demonstrate unwavering integrity in all internal and external interactions.

• The work environment described here is representative of those an employee encounters while performing the essential duties and responsibilities of this job. The work environment is fast-paced and result-oriented, which presents multiple demands with frequent interruptions, constantly shifting schedules and priorities and simultaneous deadlines requiring the employee to be flexible, organized and cooperative. This position has access to confidential information. This requires the employee to maintain a high level of knowledge in confidentiality, agency policy and procedure, and applicable laws.

• Ability to make independent decisions regarding office management and issues that, if not immediately addressed, would impede the function of the organization.
• Ability to coordinate and obtain various resources.
• Highly organized and detail oriented.
• Quick and eager learner who is self-directed and able to work independently with minimal supervision.
• Ability to identify and resolve problems in a timely manner by gathering and…