Executive Assistant

PURPOSE

Under supervision by the Executive Director, the Executive Assistant provides administrative support to the leadership team of the organization. The core purpose of this position is to enable the executive leadership team to concentrate on strategic initiatives by providing comprehensive support, anticipating needs, and providing professional communication assistance to this position's stakeholders.

ESSENTIAL JOB FUNCTIONS

• Executive Calendar and Time Management: Organize, schedule, prioritize, and identify conflicts on the executive team calendar to ensure optimal use of time, and seamless scheduling for this position's stakeholders.
• Communication and Correspondence: Serve as the primary point of contact, or first line in communication by drafting emails, organizing inboxes, taking phone calls, and documenting correspondence.
• Meeting Documentation: Support meetings through preparation of meeting materials, scheduling and confirming meeting locations, drafting important follow up information, and sending reminders.
• Administrative Support: Collect receipts and organize expenses, send invoices, maintaining records, and filing/organizing documentation.
• Board Communication: Attend board meetings and committee meetings to record meeting minutes, send follow up emails, and provide meeting reminders.
• Material Updates: Updates pages on the website, social media materials, and print materials which reflect edited, altered or new information/dates.
• Purchasing: Manage inventory of office supplies and program materials, and prepare purchase requests for items as needed.
• Accepts other duties as assigned by the Executive Director that support the operations of NCCJ.

REQUIRED QUALIFICATIONS

Education, Training and/or Experience

Minimum of an associate's degree in a relevant field such as business administration, office management, or administrative services.

Two years of office management and administrative support experience is preferred, but not required.

Knowledge, Skills, Abilities and Personal Characteristics

• Commitment to diversity, equity, inclusion and social justice.
• Digital fluency including the ability to work within a Google Workspace