GENERAL DESCRIPTION: The Executive Assistant provides advanced and varied clerical and administrative support to the President; prepares correspondence and reports, manages schedules and calendars; answers telephones and maintains electronic and hard copy files.
TASKS AND ESSENTIAL JOB RESPONSIBILITIES:
1. Performs advanced secretarial duties, preparing correspondence and reports as requested by executives and composes draft letters following established formats. Proofreads all materials for accuracy prior to supervisory review and signature.
2. Manages supervisor’s calendar, scheduling meetings and making logistical and travel arrangements necessary for internal and external meetings. Coordinates logistics and materials for Board meetings. Prepares meeting agendas and minutes, as requested.
3. Maintains master schedule of activities and events, collecting and disseminating information to staff, volunteers, members and families as instructed.
4. Assists with project communication and documentation regarding status of projects.
5. Scribing notes during meeting both internally and with external resources.
6. Collaborate in the follow-up process and meeting in accordance with operation procedures.
7. Ensures the collection of documents, folders and both digital and hard copy documentation as required.
8. Assist in the communications of results and best practices of the programs and operation procedures.
9. Develop requisitions, manage budget and other financial process. Prepare invoices, reports, memos, letters, financial statements, and other document, using word processing, spreadsheet, database, presentation software.
10. Compiles and analyzes data and prepares draft reports to support management.
11. Answers telephones, providing general information, referring callers to other staff or taking messages as necessary.
12. Maintains electronic and hard copy filing systems, making sure they are accurate and timely and facilitate easy retrieval of information.
13. Perform other related secretarial or administrative duties as requested.
EXPERIENCE, EDUCATION, SKILLS & KNOWLEDGE REQUIRED:
§ Bachelor’s degree in office systems, administration, or related areas.
§ At least four (4) or more years of experience in related administrative areas.
