The primary responsibility of the Executive Assistant/Office Coordinator is to provide the Chapter Executive with administrative support. This includes support to the Vice President of Programs and Services. In addition, the Executive Assistant functions as the office coordinator for the Chapter. Executive Assistant/Office Coordinator coordinates activities and develops strong relationships with other departments and team leads to ensure the office of the Chapter Executive runs efficiently. Serves as a liaison with others inside and outside the organization on administrative matters. Responsibilities include but are not limited to: operations coordination support, records management, travel & meeting management, general document preparation, calendar management, general correspondence, and special projects
Essential Job Functions
Coordinates all board committee logistics, administrative functions, travel arrangements as needed and types all correspondences
Anticipates the needs of the Chapter Executive's schedule to coordinate calendars and meetings (including travel and accommodations) with Chapter staff, constituents, and volunteer leadership
Manages information for the Chapter Executive's use in meetings with organization staff, volunteer leadership, and outside parties
Manages Chapter Executive's meetings and teleconference scheduling, logistics, minutes and rosters as needed
Manages relationship contacts
Provides and maintains agency support functions such as but not limited to; office equipment, office and agency supplies and USPS mail
Provides the following for the programs and services department: data entry and administrative functions
Organizes and maintains appropriate files
Assists with agency events and manages special projects as needed
Provides administrative support to the VP of Programs and Services
Office Management - maintains office equipment, including phone system, photocopiers, and postage meter; maintains office supply inventory, orders supplies and manages office supply budget; maintain office keys; collects, opens and distributes mail; covers receptionist position and ensures that there is staff and volunteer coverage in the front office during business hours
All other duties as assigned.
Associates Degree, Bachelor's degree preferred
3-5 years progressive experience supporting an executive, preferably in a non-profit setting
Excellent written and verbal communication, presentation, and interpersonal skills.
Strong computer skills, including proficiency in MS Office applications and database management.
Experience with booking travel and automated expense management systems like Concur.
Actively demonstrates company-wide mindsets of integrity, collaboration, and stewardship.
Typing speed of 50+ words per minute, excellent attention to detail.
Ability to make sound administrative decisions and judgments on sensitive, confidential issues.
Ability to respond to changing circumstances and priorities in a focused and timely manner.
Ability to interpret, adapt and apply guidelines and procedures.
Ability to lift 30 lbs.
Ability to work successfully in a diverse team environment and cultivate relationships in a diverse population of community leaders and volunteers.
Demonstrated ability in handling multiple priorities, project management, and meeting coordination.
Driver's license, car and proof of insurance are required
Ability to travel locally as needed to perform job duties