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Administrative Assistant  

Category Clerical  


Under the Direction of the Senior Executive Assistant, the Administrative Assistant will work directly with the President & CEO and the Chief Administrative Officer (CAO) by performing administrative services as well as to assist with communication with the Boards of Directors. The Administrative Assistant will possess a thorough knowledge of principles and practices of office management, exercise considerable latitude and discretion of action, use independent judgment when carrying out assignments, financial spending and handle materials with sensitivity and discretion.



Financial Responsibilities

  1. Responsible for handling and utilizing department credit card with discretion.
  2. Order furnishings, equipment and office supplies with discretion for all Opportunity Village locations.
  3. Monetary oversight and spending when arranging special social, advocacy or fundraising events.
  4. Prepare bookkeeping records and support in the budgetary processes.
  5. Manage and keep financial documentation up to date.
  6. Analyze data and develop special financial reports (i.e. financial evaluations and checking for accuracy in formulas within spreadsheets).


Administrative Duties

  1. Provide administrative support services and resolve matters pertaining to the President & CEO and the CAO as directed by the Senior Executive Assistant.
  2. Assist the Senior Executive Assistant with maintaining calendars and schedules using independent judgment and good logic when scheduling all requested appointments and daily updates.
  3. Assist with coordinating business travel for the President & CEO and the CAO and at times for other Opportunity Village staff (i.e. airline, auto and hotel reservations, confirm conference dates, agendas and attendees and develops a master itinerary).
  4. Assist with scheduling, preparing, and setting up tours and meetings, confirming all appointments, conference dates, agendas, catering functions and location set up, as well as preparation of presentations and training materials.
  5. Assist Senior Executive Assistant with processing invoices, check-requests, and expense reports.
  6. Assist with maintaining the filing system for the office including computer records to assure all information is secure and easily retrievable.
  7. Maintain the operational effectiveness of the office including information technology, the telephone, and the physical attractiveness of the office.
  8. Keep and update records of business contacts (i.e. mailing and e-mail addresses, and telephone numbers).
  9. Assist Senior Executive Assistant with meeting minutes, reports, letters, and memos generated by the President & CEO and the CAO.
  10. Perform other duties and special projects as assigned.


Board Communication

Opportunity Village has two Boards of Directors: the OV (operating) Board and the OV Foundation (fundraising) Board.


The Administrative Assistant under the direction of the Senior Executive Assistant will assist in the following ways.

  • Coordinate the sending of the agenda and supporting materials for each regular meeting and any special meetings to all members of the respective Boards.
  • Confirm whether each member of the Board will be available to attend the meeting and track to see if they are meeting the minimum expectations of membership.
  • Take minutes at Board meetings and compose reports of the proceedings for review by the President & CEO, CAO, and the Secretary of the Board.
  • Respond to Board member requests for information at the direction of the President & CEO and CAO.


Committee Meetings

The Administrative Assistant will assist the Senior Executive Assistant in coordinating meetings for appropriate Board Committees as well as could be responsible for:

  • Keep and update records of the membership of the committees.
  • Assist the President & CEO and CAO in scheduling meetings.
  • Prepare and set-up the Board Room for meetings to include seating, materials, beverages, etc.
  • Coordinate the sending of the agenda and any supporting material for each meeting to all members of the respective committee.
  • Take minutes of the committee meetings and compose a report of the proceedings for review by the President & CEO and CAO and the committee chair of each committee.



  • Assist in hosting tours, visits, meetings and events for community leaders and members to improve awareness of Opportunity Village.
  • Participate in community events and coalitions.
  • Assist in resolving complaints, issues, and concerns pertaining to services received and provided.



The Administrative Assistant must work in cooperation with all departments to address situations as they arise, i.e., handling customer or other complaints and concerns, assisting with donor information


Position Requirements



  • Computer literate.
  • Must possess basic math skills (i.e. adding, subtracting, etc.).
  • Ability to read, analyze and interpret written information.
  • Ability to interpret instructions, gain knowledge and have initiative.
  • Ability to communicate effectively with individuals, co-workers and supervisors (verbal and written).
  • Must possess social discernment to assess and understand other’s reactions and behaviors.
  • Ability to define problems and draw valid conclusions.
  • High energy, positive and enthusiastic outlook.
  • Self-directed, with strong ability to work independently, and to set and adhere to deadlines.
  • Ability to set priorities, follow through to completion of tasks, works well under pressure, and maintain a high level of confidentiality.
  • Must encompass professional demeanor.



  • Required: Graduate of a two (2) year college with a degree in Secretarial Science, Business or related field with at least two (2) years of executive level office administrative work experience; or a High School Diploma or equivalent with five (5) 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).



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 perform in a fast paced environment.
  • 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 Exempt  
Req Number CLE-23-00003  
Open Date 7/20/2023  
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.

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