Executive Assistant

The Executive Assistant will work directly with the Executive Director and will be responsible for performing a number of administrative duties. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced non-profit environment.

JOB DUTIES

• Acts as the administrative point of contact between ED and internal/external demands.
• Undertakes the tasks of receiving calls, taking messages, and routing correspondence.
• Handles executives’ requests and queries promptly and appropriately.
• Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information, initiating telecommunications.
• Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Maintains confidence and protects operations by keeping confidential information.
• Prepares reports by collecting and analyzing information.
• Provides historical reference by developing and utilizing filing and retrieval systems, recording meeting discussions.
• Maintains office supplies inventory by checking stock to determine inventory level, anticipating needed supplies, evaluating new office products, placing and expediting orders for supplies, verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements, following manufacturer’s instructions, troubleshooting malfunctions, calling for repairs, maintaining equipment inventories, evaluating new equipment and techniques.
• Other duties as assigned by the Executive Director.

SKILLS REQUIRED

• Minimum of 4+ years of experience as an Executive Assistant reporting directly to senior management.
• Advanced Microsoft Office skills, with an ability to become familiar with firm-specific programs and software.
• Strong organizational, schedule management, project management, and problem-solving skills with impeccable multi-tasking abilities.
• Exceptional interpersonal skills.
• Friendly and professional demeanor.

REQUIREMENTS:

Education:

• High school graduate or equivalent required
• Business School/Secretarial School training desired

Experience:

• Prior office experience required

Job Skills:

• Must have excellent computer skills using Microsoft Word, Excel, Power Point & Outlook
• Must be able to handle multiple tasks and prioritize completing assigned projects on time
• Requires good verbal and written communication skills
• The ability to work in a fast-paced environment and maintain flexibility