This position provides administrative support to the President & Chief Executive Officer, Executive Vice President & COO, and Executive Assistant through various administrative functions. This position ensures the most efficient administrative procedures for projects and works with clients and customers daily. Administrative Assistant to assist in managing all administrative support related to the Executive offices. Demonstrate exceptional customer service, in everything you do, by placing the child, family, Veteran, or client first in support of our mission to “Empower people to build better lives for themselves, their families, and their communities.” SCHEDULE: Full time; 8 a.m. – 5 p.m., Monday-Friday Compensation: $14.00 to $17.50 per hour DOE. |
ESSENTIAL JOB RESPONSIBILITIES: - General Duties
- Manages daily assignments and ensures deadlines are met and work is completed correctly;
- Prepares/modifies documents including correspondence, reports, drafts, memos, and emails;
- Ensures maintenance of office equipment, including computers, copy machines and other equipment as necessary;
- Maintains office supplies by checking inventory and ordering items regularly;
- Responding to INFO emails and requests for information;
- Answer all incoming to Executive suite to ensure professional handling and directing;
- Retrieve web contact emails, forward to the appropriate Program Directors, and log into database for tracking.
- Manage travel
- Handle all details associated with travel arrangements including flights, local transportation and accommodations;
- Track and submit receipts;
- Confirm travel related appointments and all other travel details.
- Correspondence/Presentations
- Draft and/or compose correspondence and presentations as assigned;
- Provide presentation support, including developing Prezi, Excel Spreadsheets, or other presentations;
- Expense Management
- Manage credit card and related expenditures, prepare, code, and submit bills, invoices, receipts, and expense reports;
- Submit office related receipts including but not limited to supplies, mail, etc.
- Organization of files and records
- Manages files and makes copies;
- Ensures documents are filed and maintained on Sharepoint;
- Serves as keeper/tracker of organizations documents.
- Meeting preparation
- Assist in ensuring all meeting logistics are met including but not limited to reserving rooms, room set-up, and all meeting related activities;
- Ensure all handouts are prepared and ready in advance.
- Other Key Duties
- Conduct research as requested including but not limited to constituents and topics as assigned;
- Organize and maintain documents in a paper or electronic filing system(s);
- Shipping documents or marketing materials as necessary.
EDUCATION: High School Diploma or GED required. Associates in business administration or relative field preferred. EXPERIENCE: - Proven experience in providing administrative assistance
- In-depth understanding of administrative procedures
- Proficient in MS Office (Word, PowerPoint, Excel)
- An analytical mind with problem-solving skills
- Excellent organizational and multitasking abilities
- A team player with leadership skills
ADDITIONAL REQUIREMENTS: - Communication skills. Administrative Assistant must be able to document and present their research and related information.
- Computer skills. Excellent computer skills. Proficiency in all Microsoft Office, Prezi, Skype (and similar platforms) and SharePoint preferred.
- Interpersonal skills. They must make everyone feel comfortable yet know what and when to share.
- Organizational skills. They must adapt quickly to changing deadlines.
ATTENDANCE: Must maintain regular and acceptable attendance during business hours at such level as is determined at the employer’s sole discretion. Flexibility in hours required as needed for business purposes. LICENSES: Drivers License with clear record. VEHICLE: Must have daily use of a vehicle without prior notice. OTHER: Must be available and willing to travel to various locations and with such frequency as the business need dictates. EXCEPTIONS TO THESE CRITERIA MUST BE APPROVED BY THE DEPARTMENT HEAD. ESSENTIAL KNOWLEDGE, SKILLS, and ABILITIES: COMMUNICATION: Ability to communicate clearly and effectively via oral or written means. Ability to present a friendly and positive demeanor to board, clients, staff, and the general public. COMPOSURE: Ability to remain calm and maintain self-control in the midst of difficult circumstances and emergencies. Ability to respond in a professional manner in all situations. COMPUTER: Proficient knowledge of MS Office, Word, Excel, Publisher, Access; Knowledge of Results Database software a plus. 40 WPM, 98% accuracy. DECISION MAKING: Ability to set work priorities and to evaluate and create solutions to work related problems. FINANCIAL: Strong math skills, 10 key by touch, proof reading skills. MATHEMATICAL SKILLS: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. ORGANIZATION: Ability to keep various on-going projects organized and files maintained accurately. Above normal levels of concentration and memory required. Requires good time management practices and the ability to meet multiple deadlines. MACHINES, TOOLS, EQUIPMENT, WORK AIDS: Multi-line telephone, computer, ten key calculator, printers, copiers, faxes, scanner. PHYSICAL REQUIREMENTS: Constant – Ability to communicate with staff, board and others over the telephone and in person. Constant – Ability to input data into computer, make calculations, complete paperwork, and produce reports. Frequent – Ability to review and proofread documents to determine accuracy and needed support data. Frequent – Ability to move to other offices and areas of the building. Frequent – Ability to drive safely and recognize hazards. Occasional – Ability to lift, stack, move, up to 20 pounds from varied heights. WORKING CONDITIONS: Indoors: 95% - Office environment; normal noise conditions; Occasional moderate stress due to short grant deadlines and fundraiser preparations Outdoors: 5 % - All weather conditions and variable temperatures; daily trip to post office RELATION TO OTHER JOBS: REPORTS TO: Executive Assistant SUPERVISES: N/A Disclaimer: Nothing in the job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time, for any reason. |
| Endeavors® and Endeavors Unlimited, Inc. provides equal employment opportunities to all employees and applicants for employment without regard race, color, religion, sex, sexual orientation, gender identity, national origin, or status as a veteran in accordance with applicable federal laws. Endeavors® and Endeavors Unlimited, Inc. also complies with applicable state and local laws governing nondiscrimination in employment in every location its employees are working. This policy applies to all terms and conditions of employment, including, but not limited to: hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Endeavors® and Endeavors Unlimited, Inc. are "Equal Opportunity/Affirmative Action Employers." |
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