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Title

Administrative Assistant - Executive Office  

Category Administration  
Description

Under the direction of the Executive Assistant to the President & CEO, the Administrative Assistant will play a key role in an active executive office. This person will possess a thorough knowledge of principles and practices of office management and will perform a wide range of administrative and office support duties to facilitate the efficient operation of the organization. In addition to general clerical duties, this individual will serve as a contact person with staff members of the organization, working under the immediate supervision of the Executive Assistant to the President & CEO with direct responsibility to the President & CEO. They must exercise considerable latitude and discretion of action and use good judgment when handling material and carrying out assignments which may be sensitive and confidential in nature.

ESSENTIAL DUTIES AND RESPONSIBILITIES

  1. Embrace Opportunity Village core values by cultivating positive and meaningful CONNECTIONS with clients and colleagues, demonstrating ENTHUSIASM, high standards of PRODUCTIVITY, authentic STEWARDSHIP, and consistent participation in individual and team DEVELOPMENT.
  2. Reinforce and positively engage in Opportunity Village's organizational culture supporting choice and creativity of clients and of staff.
  3. Answer, screen, and transfer inbound phone calls.
  4. Receive and direct visitors and clients.
  5. Manage multiple calendars (Outlook).
  6. Schedule and coordinate meetings, appointments and travel arrangements.
  7. Maintain electronic and hard copy filing system.
  8. Retrieve documents from the filing system.
  9. Handle requests for information and data.
  10. Resolve administrative problems and inquiries.
  11. Prepare written responses to routine inquiries.
  12. Prepare, create, and modify documents including correspondence, presentations, reports, memos, and emails; General clerical duties including photocopying, fax and mailing.
  13. Prepare agendas and schedules for meetings.
  14. Record, compile, transcribe and distribute minutes of meetings.
  15. Keep and update records of business contacts (i.e. mailing and e-mail addresses, and telephone numbers).
  16. Open, sort and distribute incoming correspondence/mail.
  17. Maintain office supply inventories.
  18. Coordinate maintenance of office equipment.
  19. Complete expense and mileage reports.
  20. Coordinate the agenda and support materials for each regular meeting and any special meetings of the Board of Directors.
  21. May take minutes at Board meetings and compose reports of the proceedings.
  22. Prepare and set-up the Board Room for Board meetings conducted for the ARC and Foundation Board.
  23. Respond to Board member requests for information.
  24. Maintain records of the membership of the committees.
  25. Assist the Executive Assistant to the President & CEO in scheduling meetings.
  26. Prepare and set-up meeting rooms.
  27. Coordinate the agenda and any support materials needed for each meeting.
  28. May take minutes of the committee meetings and compose a report of the proceedings.
  29. Host tours, visits, meetings and events for community leaders and members to improve awareness of Opportunity Village.
  30. Participate in community events and coalitions.
  31. Assist in resolving complaints, issues, and concerns pertaining to services received/provided.
  32. Performs other duties as assigned.
 
Position Requirements

SKILLS REQUIRED

  • Ability to communicate effectively with individuals, co-workers and supervisors (verbal and written).
  • Ability to effectively present information to top management, donors, Board Members, and guests.
  • Ability to define problems, collect data, establish facts, and draw valid conclusions.
  • Ability to use independent judgment and interpret an extensive variety of facts and deal with several abstract and concrete variables.
  • Must encompass professional demeanor and uphold confidentiality.
  • Ability to define problems and draw valid conclusions.
  • Have high energy, and a positive and enthusiastic outlook.
  • Self-directed with a strong ability to work independently and to set and adhere to deadlines.
  • Ability to adapt and perform under stressful situations.
  • Excellent customer service, team building, and coaching skills.
  • Ability to work independently and as a team.
  • Ability to interpret instructions, gain knowledge, and have initiative.
  • Computer literate in Microsoft Word, Outlook, Excel and Power Point and Database Management Systems.

EDUCATION AND EXPERIENCE

  • Required: Graduate of a two (2) year college with a degree in Secretarial Science, Business or related field or a High School Diploma or equivalent with three (3) years of executive level office administrative work experience.
  • Required: Two (2) years of executive level office administrative work experience;
  • Required: Computer literate and must be proficient in Microsoft Office products (i.e. Word, Excel, Outlook and PowerPoint).

PHYSICAL ABILITIES & WORK ENVIRONMENT

The physical demands described below are representative of those that must be met by an employee to successfully perform essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and functions of the position. The list below of minimum essential functions is illustrative of the minimums only and is not a comprehensive listing of all functions and tasks performed.

  • Ability to lift and move boxes up to 40 pounds.
  • Ability to sit at a computer for prolonged periods of time.
  • Ability to work in a typical office environment.
  • Ability to tolerate stress.
  • Ability to conduct tasks and successfully perform under critical deadlines.
  • Manual dexterity to operate office equipment and examine documents, records and files.

 
Full-Time/Part-Time Full-Time  
Shift Days  
Rate of Pay DOE  
Exempt/Non-Exempt Non-Exempt  
Req Number ADM-17-00005  
Open Date 4/27/2017  
Location Engelstad Campus  
About the Organization Join Las Vegas' Favorite Charity! Here you can be proud to answer the question, 'Where do you work?' Opportunity Village (OV) is more than just a job; being a member of the OV team instills a sense of pride and purpose into your work week. Our motto for the people we serve is: Pride. Purpose. And a Paycheck. So it is no wonder that the same can be said for our employees who serve our clients.

Aside from the satisfaction of participating in a community that extends beyond our campuses, OV also offers a wide array of additional benefits including: health, dental and vision insurance, retirement savings account, training and development opportunities and much more!  
EOE Statement We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.  

This position is currently not accepting applications.

To search for an open position, please go to http://OpportunityVillage.appone.com



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