Executive Assistant

The Executive Assistant supports the CEO and Marketing Manager. Major responsibilities include office management and administrative support; writing reports and articles; designing, proofing and preparing organizational publications and mailings; updating web site and social media; coordinating of projects; and overseeing grant compliance reports. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Essential Functions:

Office Management and Administrative Services:

· Responsible for the facilities day-to-day operations including security access, maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.

· Supervise the maintenance of office equipment, including copier, fax machine, etc.

· Monitor, maintain and purchase office supplies and furniture, office equipment, etc., in accordance with company purchasing policies and budgetary restrictions

· Arrange ongoing staff training sessions and administrate travel arrangements for staff to attend training sessions both in and out of town.

CEO and Board of Directors:

· Ensure the efficient operation of the office of the CEO, providing administrative support as directed.

· Assists in planning and organizing Board of Directors meetings, Board Committee meetings as well as internal staff meetings.

· Records and manages minutes and official documentation of Board of Directors meetings.

Human Resources:

· Prepare and maintain all HR records, including personnel files, contracts, and job descriptions and ensure they are in compliance with all applicable laws and regulations.

· Conduct orientation sessions for all new hires.

Compliance:

· Track all grant and compliance reporting due dates and ensure that all reporting requirements and goals are met.

Marketing and Resource Development:

· Oversees the database for the fundraising program. Keeps information on donors and volunteers current.

· Enters all donations from government, foundation, individual and business donors, including in‐kind donations.

· Responsible for preparing, updating, and issuing thank‐you letters to donors.

· Provide support for special events and projects.

· Assist with copywriting, artwork, and website updates for planned print and digital marketing communications.

· Create and coordinate content for social media including blog postings.

Qualifications:

· Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.

• Expert level written and verbal communication skills.

• Demonstrated proactive approaches to problem-solving with strong decision-making capability.

• Highly resourceful team-player, with the ability to also be extremely effective independently.

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.

• Forward looking thinker, who actively seeks opportunities and proposes solutions.

Education/Experience:

· Bachelor's degree required.

· Strong work tenure: 3 to 5 years of experience supporting C-Level Executives, preferably in a non-profit organization.

· Experience and interest in internal and external communications, partnership development, and fundraising.

· Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, Sales Force and Social Media web platforms.

Job Type: Full-time

Pay: $40,000.00 - $45,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Work Location: In person