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Executive Assistant

  • Banking, Finance, Insurance, Accounting and Trade jobs
  • Administrative office management jobs
  • Charities Jobs (non-profit organization)

Description

- Ensures the team is responsive and compassionate to the public
- Prepares external and internal correspondence for the Leadership Team
- Manages the Executive Director's schedule, prioritizing most sensitive matters
- Plans and schedules meetings, including the booking of public spaces, travel arrangements, and preparing agendas for the Leadership Team as needed
- Formats documents and presentations, and provides administrative support for special projects
- Takes minutes at meetings as assigned by the Executive Director
- Assists with onboarding paperwork and processing forms
- Maintains official agency documents
- Maintains complete and accurate records
- Maintains sensitive information with complete confidentiality
- Works collaboratively with Leadership Team
- Meets deadlines for projects
- Answers phones and welcomes community into the organization as needed
- Oversees office supply inventory
- Retrieves and sorts the mail
- Other duties as assigned by Executive Director Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job and may be updated from time to time.

Specific Requirements

- Three years Executive Assistant experience or 7 years as Administrative Assistant in an executive setting
- Advance Microsoft Office skills (office, excel and powerpoint)
- Excellent organizational skills
- Bi-lingual English/Spanish preferred
- Bachelor's degree preferred
- Experience in non-profit setting preferred Physical Requirements or Essential Abilities:
- Experience in working with a variety of stakeholders including clients, funders and community stakeholders
- Ability to work in a fast-paced team environment
- Ability to handle and prioritize multiple projects
- Ability to work independently
- Demonstrates excellent community service skills

Hard Skills

  • Microsoft Office
  • Windows operating system
  • Scheduling and business planning
  • Videoconference preparation
  • Managing office supplies
  • Document management
  • Business correpondence
  • Multi-line phone proficiency
  • Customer relations
  • Advanced Excel Skills (queries, pivot tables, formulas, macros)
  • Cross-functional collaboration
  • Meeting minutes

Soft Skills

  • Adaptability
  • Multitasker
  • Organized