Executive Administrative Assistant

Job Description

Job Description

BLUE RIDGE COMMUNITY ACTION, INC.

Executive Administrative Assistant Job Description

 

Who We Are

Blue Ridge Community Action, Inc. (BRCA) is a private, non-profit organization serving Burke, Caldwell, and Rutherford counties since 1965. Our mission, “Helping People. Changing Lives,” reflects our commitment to strengthening communities and supporting individuals and families on their path toward stability and self-sufficiency.

 

Position Summary

Under the supervision of the Executive Director, the Executive Administrative Assistant provides administrative, organizational and coordination support to the Executive Director, Board of Directors, Human Resources and Program Directors. The position also supports agency communications and requires professionalism, discretion, confidentiality, organization, attention to detail and the ability to manage multiple priorities.

Essential Duties / Responsibilities

Board of Directors Support

1. Coordinate in-person and virtual Board meetings under the direction of the Executive Director, including scheduling, meeting logistics and preparation of materials.
2. Coordinate preparation of agendas and distribute meeting information and materials promptly.
3. Attend meetings and prepare and maintain minutes and action items as assigned.
4. Maintain Board member contact information, terms of service, committee assignments, attendance and other governance records.
5. Assist with scheduling Board subcommittee meetings and calls; maintain and distribute Board and committee contact lists.
6. Respond to routine Board inquiries and coordinate follow-up with the Executive Director or appropriate staff.
7. Maintain executive and Board documents; coordinate Board travel arrangements and reimbursement documentation.
8. Maintain physical and electronic copies of agendas and minutes for the Board, Head Start Policy Council and other meetings as assigned.
9. Protect confidential Board discussions, personnel matters, executive compensation, legal matters and other sensitive information.

Administrative Support

1. Manage the Executive Director’s calendar, schedule appointments and meetings, prepare correspondence and organize files.
2. Assist with special projects requiring research, coordination, documentation and follow-through.
3. Assist Human Resources with recruitment activities and entering authorized HR information into agency software systems.
4. Serve on assigned committees supporting internal and external agency activities.
5. Maintain funder and agency partner contact lists and central files for contracts, amendments and funding-source correspondence.
6. Provide information and administrative support to help staff maintain effective office workflows.
7. Assist with employee recognition, the Planning Committee, staff communications, agency events and employee engagement activities.
8. Prepare and maintain senior leadership minutes and related documentation; track assigned project follow-up.

Communications Support

1. Assist with agency-wide internal and external communications.
2. Draft, proofread, edit and format newsletters, announcements, press releases, letters, staff communications, social media content, flyers, invitations and agency brochures.
3. Assist with maintaining the agency’s social media and communications calendar.
4. Coordinate photographs, graphics, program information and success stories for agency communications.
5. Develop and curate content for agency social media platforms and the website.
6. Maintain accurate, professional communications and a consistent agency brand voice across communication channels.
7. Respond to social media messages, inquiries and comments as assigned and refer them to the appropriate department head.
8. Perform other related duties as assigned by the Executive Director.

Skills & Abilities

Core knowledge, competencies, and abilities required to perform the duties of the position effectively.

• Organize calendars, meeting logistics, deadlines, files and multiple priorities.
• Strong written and verbal communication skills for correspondence, reports, meeting materials, presentations and training support.
• Draft, proofread, edit and format communications with accuracy and attention to detail.
• Working knowledge of Microsoft Office, Outlook, internet resources, word processing and agency office systems.
• Learn program reporting software within ninety (90) days to enter and monitor data and prepare documents.
• Support Board meetings, maintain governance records and follow up on action items.
• Maintain strict confidentiality and exercise discretion and sound judgment.
• Work independently, initiate appropriate action and complete assignments reliably.
• Work cooperatively with staff and interact professionally with diverse individuals and groups.
• Demonstrates accuracy, ethical conduct, dependability, safety awareness and a commitment to quality improvement.

Certificates / Licenses

Required or applicable certifications, licenses, or credentials necessary to perform the position.

• Any certifications, trainings, licenses or other credentials required for assigned duties must be obtained and kept current.

Education

Minimum and preferred educational qualifications for the position.

• Bachelor’s degree in Business Administration or a related field with two (2) years of relevant experience preferred.
• An associate degree in Business Administration or a related field with three (3) years of relevant experience will be considered.

Experience

Relevant work experience required or preferred for successful job performance.

• Two (2) to three (3) years of progressively responsible administrative, executive assistant, office management, human resources, communications, nonprofit or related experience preferred.
• Experience supporting an executive, governing Board, senior leadership team or nonprofit organization is highly desirable.

Other Requirements

• Must be flexible, organized, productive and able to manage time and changing priorities.
• Must be able to work independently and as part of a team.
• Personal transportation required.
• Must be able to relate well to a diverse population and communicate professionally.
• Must pass required criminal background checks and substance abuse screening.
• Must maintain confidentiality and support agency standards, policies and procedures.

Conduct Standards

Behavioral expectations and professional standards required of all employees.

• Recognizes and shows sensitivity to the cultural, ethnic, social, and individual diversity of those served and the community at large
• Maintains strict confidentiality and protects sensitive information at all times
• Demonstrates tact, courtesy, and professionalism when representing the agency to clients, families, coworkers, partners, and the public
• Demonstrates honesty, integrity, and ethical conduct in all work activities
• Follows all agency policies, procedures, safety standards, and applicable program requirements
• Demonstrates dependability, accountability, punctuality, and consistent work performance
• Uses sound judgment and maintains appropriate professional boundaries
• Supports a positive, respectful, safe, and productive work environment
• Demonstrates commitment to continuous quality improvement and professional growth
• Works cooperatively with others to support agency goals and mission

 

Work Environment

The typical conditions and setting in which the job is performed.

• Office and agency environments
• Regular interaction with leadership, board members, staff, clients, and visitors
• Moderate noise level
• Prolonged periods at a desk and computer
• Use of computers, phones, and standard office equipment

 

At-Will Statement

This job description is not an employment agreement or contract. Management has the exclusive right to alter this job description at any time without notice. Blue Ridge Community Action, Inc. is an at-will employer. Either the employee or BRCA may terminate employment at any time, with or without cause or notice.