Job Overview
The Office Administrator/Executive Assistant will manage the CEO’s calendar, manage travel arrangements along with hotel accommodations, and manage the organization’s calendar. The Office Administrator/Executive Assistant is expected to maintain the highest level of discretion and confidentiality, as well as be proactive to stay ahead of any scheduling conflicts and take swift/seamless action to coordinate across programs and avoid conflicts or issues. They are also responsible for creating and organizing reports and documents, creating presentations, drafting internal and external communication, answering phone calls, setting up meetings, and screening visitors, among other duties. The incumbent will also provide office resources and support for all team members. This position provides all team members with office tools/supplies as needed to be productive and efficient on a day-to-day basis; as well as completing the organization and management of goods/supplies for the facility. This position will ensure proper cleanliness and efficient operations and function of office space; making sure all furniture, fixtures and equipment are in working condition. Alerting supervisor in a timely manner of deficiencies in office space which need repair. The Office Administrator/Executive Assistant will need to have high computer proficiency, particularly in setting up audio/visual meetings, creating and developing presentations, revising spreadsheets, and completing ad hoc projects. Provides hands-on assistance to managers as necessary. Participates in training programs as required. Performs work under general supervision. Handles moderately complex issues and problems and refers more complex issues with problem resolution ideas to higher-level staff. Possesses solid working knowledge of subject matter. May provide leadership, coaching, and/or mentoring to others. Bachelor's degree preferred.
Reports To: Senior Operations & Administration Manager
Manager to list the top 5 critical duties for this role:
- Create, maintain and update Office Management SOPs
- To successfully manage CEO’s calendar
- To effectively manage office operations
- To be a strong liaison between CEO and Board Members
- To assist with presentations and reports and keeping items confidential
Additional Responsibilities and Duties
- Serves as a liaison between CEO and board members and provides support to the executive team as needed.
- Supports donor stewardship activities as needed.
- Supports successful onboarding and offboarding of team members.
- Assists in the creation of agency materials or solicitations/informational mailings.
- Oversees office activities and functions to maintain efficiency and compliance with company policies.
- Prepares agendas, presentations, makes travel arrangements, and maintains calendars for CEO and agency.
- Oversees agency telephone services, email correspondence, and mail distribution.
- Oversees and maintains records, documentation, and files, particularly more complex or sensitive files such as agency compliance documents/certifications, and business tax receipts.
- Oversees monthly team member appreciation activities and announcement board.
- Oversees agency technology and asset inventory and assignments.
- Oversees office maintenance and serves as liaison to the following vendors: (janitorial services, handyman, landlord, IT, pest control, office equipment services, etc.)
- Responsible for the coordination and planning of staff events.
- Supports team members to promote and plan events.
- Regularly checks and sends correspondence as needed via email and/or project management system.
- Positively reinforce the agency’s core values.
- Updates and maintains vendor lists, purchase orders, and other important office support systems such as BambooHR, etc.
- Responsibly and diligently represents the agency with a high standard of professionalism.
- Keeps uniform shirts and technology inventory stocked. Orders from vendors when running low if funding permits.
- Complete any required training before the deadline (as provided by the onboarding process or your direct supervisor upon hire).
- Other duties as assigned.
Required Experience, Qualifications and Skill
- Minimum associates degree in business administration or related field; bachelor’s degree preferred.
- English language is required (can read, write and speak fluently).
- Minimum 2 years of administrative or clerical experience required.
- Bi-Lingual (Spanish or Creole) desired.
- Strong oral and verbal communication skills.
- Recognizable sense of urgency.
- Ability to recognize sensitive and difficult situations and treat them with respect and discretion.
- Excellent organizational skills and attention to detail.
- Excellent self-starter and must be self-motivated.
- Strong supervisory and leadership skills.
- Ability to prioritize tasks and to delegate them when appropriate.
- Ability to function well in a high-paced environment.
- Basic understanding of how to operate standard business equipment.
- Proficiency in computer skills and programs such as Microsoft Office: Word, PowerPoint, Outlook & Excel (intermediate to advanced excel) level.
- Ability to learn new software and utilize new tools.
- Excellent time management skills.
- Ability to solve complex problems without consistent supervision.
- Available to work occasional evenings, weekends, and overnights, as required.
- Ability to work as part of a team.
- Performs work with a high degree of integrity and excellence.
- Ability to communicate effectively and assertively.
- Checks emails daily and responds to correspondence.
- Replicate Core Values: Implement core values for all tasks and activities within the workplace.
Competencies
Ability to work independently or as part of a team. Oral and written communication skills. Ability to build collaborative relationships. Problem/Situation Analysis. Ability to meet deadlines. Mathematical skills. Organizational skills. Project management skills. Creativity. Ability to multitask and prioritize. Ability to take initiative and follow directions.
Characteristics Strongly Desired
- Creativity/Innovation: Develop new and unique ways to improve the image and functional capacity of the organization and to create new opportunities.
- Behave Ethically: Understand ethical behavior and business practices and ensure own behavior and the behavior of others are consistent with these standards and aligns with the values of the organization.
- Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization.
- Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
- Focus on Client Needs: Anticipate, understand, and respond to the needs of schools, community organizations and individual clients to meet or exceed their expectations within the organizational parameters.
- Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
- Lead: Positively influence others to achieve results that support the sustainability of the organization.
- Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
- Organized: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities.
- Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
Physical Demands:
This position is regularly required to sit, stand, walk, speak, and hear. The position requires extensive computer use so the employee must have sufficient hand dexterity to use a computer keyboard and be capable of reading a computer screen. The employee must occasionally lift and/or move up to 30 pounds. Reasonable accommodation may be made to enable otherwise qualified individuals with disabilities to perform the essential functions.
Limitations and Disclaimer:
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws. Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an “at-will” basis.
We are an equal opportunity employer. We consider applicants for all positions without regard to race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, or any other legally protected status. Hiring is contingent to references and Level II background screening and Sex Offender background check successfully passed