Executive Assistant

Job Description

Job Title: EXECUTIVE ASSISTANT

Responsible to: CEO and Executive Chair

Job Purpose: The Executive Assistant is responsible to support our CEO and Executive Chair in a timely and professional manner. Position provides high-quality administrative and clerical assistance. The Executive Assistant's main duties include creating correspondence, organizing daily schedules, managing donor cultivation and meetings. To be successful in this role, you should be proactive, meet deadlines and communicate effectively. Our ideal candidate also has previous experience as an executive assistant and is familiar with office management technologies. Ultimately, you should be able to identify and address the needs of the CEO and Executive Chair and perform administrative tasks to ensure workflow runs smoothly.

Primary Duties and Responsibilities

The Executive Assistant performs the following:

Office Management and Administrative Duties

• Prepares notices, materials and set up for Board of Directors and Administrative Staff Meetings
• Schedules appointments and provides information to callers and staff
• Oversees and carries out various day-to-day departmental administrative functions
• Composes correspondence and reports
• Conducts internet research and collects data for reports and meetings
• Compiles a variety of information from both manual and computerized records and files for regular and special reports and in response to specific requests
• Assists with board activities, annual meeting, prospective board member luncheon, Board of Director training and other YW functions
• Processes replies on own initiative or from CEO or Executive Chair's dictation or notes
• Updates delegated tasks to ensure progress to deadlines
• Maintains calendar; Keeps projects on schedule
• When CEO or Executive Chair chairs meetings:
• Prepares agenda in advance
• Arranges meeting facilities
• Acts as recording secretary; prepares minutes of the meeting
• Performs any necessary follow up
• Assures discreet handling of all business
• Maintains office files
• Participates in conferences, training sessions, and meetings relating to areas of assigned responsibility
• Handles sensitive information in a confidential manner
• Coordinates special projects such as United Way application, peer reviews, etc.
• Performs other duties as assigned

Donor Relations

• Assists with donor cultivation
• Acknowledges donations appropriately
• Sets up donor appreciation events
• Maintains accurate records of donations and upcoming events

Grant Management

• Maintains grant calendar and assists with grant writing
• Manages program data collection for current grants
• Investigates potential grant opportunities

Staff and Volunteers

• Assists with special staff and volunteer events – staff training, retreats, luncheons etc.
• Assists with employee incentive programs as a means for team building
• Performs the duties of Staff Liaison for volunteers and volunteer projects
• Performs basic liaison functions with other departments / programs

General Requirements

• Proficiency in Microsoft Suite of office products
• Works in a safety-conscious manner which ensures that safe work practices are used in order not to pose a risk to self or others in the workplace. Reports any safety violations or hazards.
• Complies with YWCA policies and procedures and local, state, and federal regulations
• Adheres to policy on Drug Free Workplace
• Interacts in a tactful, diplomatic, and humanistic manner with children, families, visitors, volunteers, and co-workers to provide a safe, efficient, and caring environment which ensures self-respect, personal dignity, rights and physical safety of each person.
• Maintains a dependable attendance record and adheres to standards of cleanliness, grooming, hygiene, and dress code
• Takes positive action to ensure equal opportunity in the conduct of all business activities without regard to race, color, region, sex/gender, age, national origin, disability, citizenship, veteran status or any other legally protected category.

Physical Demands

• Walking, standing, talking, and hearing.
• Ability to lift 40 pounds

Mental Demands

• Ability to communicate effectively (verbal and written)
• Ability to maintain emotional control under stress
• Ability to remain alert and energetic for 8 hours or more

Travel

• Some travel as required for training and meetings.

Job Type: Full-time

Pay: $ $20.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person