Job Details
JOB SUMMARY:
The Administrative Assistant is responsible for the day-to-day administration and management of schedules, communications, and projects for the Director, Strategic Action. They will provide high-level administrative support to ensure key tasks and company initiatives are efficiently accomplished. They keep executive communications organized to allow easy access to pertinent information without having to sort through low-priority items. The Administrative Assistant greets and screens all visitors and determines what level of support they need while offering polite and professional customer service. They manage the executives daily calendar, including scheduling meetings, confirming appointments, writing itineraries, and arranging for transportation.
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ESSENTIAL FUNCTIONS:
Program Administration (approximate 70% of effort):
Manage logistics, planning and calendars for the President & CEO
Oversee communication and correspondence for the President & CEO and Executive Vice President, redirecting email or mail as appropriate, & editing and/or drafting emails and memos on their behalf
Meet and greet incoming distinguished visitors, support the successful execution of logistics, military protocol, and communications for guest
Manage and process invoices and financial expenses for the Executive office
Monitor meetings, take minutes, and publish correspondence notes to personnel
Review documents and creates presentations
Prepare travel arrangements
Manage/maintain Executive Office and events
Other Duties as assigned (approximate 30% of effort)?:
Education and Experience Requirement(s):
Knowledge, Skills, and Abilities Required:
Demonstrates exemplary writing and editing skills
Strong time management skills and ability to prioritize work and meet long-term and short-term deadlines
Ability to exercise integrity, discretion, and ethical decision making in work
Exhibit proficiency in Adobe suite and Microsoft Office (i.e., Excel, Outlook, and SharePoint)
Detail-oriented, reliable and thorough in completing work tasks
Exceptional interpersonal skills, ability to build and maintain relationships, and solid teamwork.
Ability to manage multiple calendar and schedules
WORKING CONDITIONS:
Operates in a professional office environment with travel to local offices, community partners, and events
Routinely uses standard office equipment, such as computers, phones, copiers, filing cabinets, and fax machines
Office hours are 8:30 a.m. to 5:00 p.m. Monday to Friday, subject to modification based on the needs of each program or site
Physical Demands:
The position requires sedentary work (sitting most of the time with no adverse environmental exposure) and occasional exertion of up to 25 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. The position also includes the following physical requirements:
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Movement. The employee in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
The employee in this position needs to be able to operate a computer and other office productivity machinery such as a copy machine and printer.
The employee is required to communicate and hold verbal conversations with others by means of the spoken word. Employee must be able to exchange accurate information in these situations.
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The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
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