Job Description
We are seeking a dedicated Office Administrator/Executive Assistant to join our team! In this dual-role position, you will play a vital part in ensuring the smooth operation of our office while providing exceptional support to our executive leadership. Your professionalism and attention to detail will help create a welcoming and efficient environment for everyone.
Key Responsibilities
Collaborate with the office manager to efficiently manage daily office operations, including the procurement and maintenance of office supplies and equipment, mail processing, and facilities management.
Greet visitors with warmth and professionalism, answer phone calls and voicemails, and respond to email inquiries from the public. Ensure callers are connected to the appropriate team members.
Maintain clear and accessible office procedures that support staff in their daily tasks.
Process incoming mail by reviewing, distributing, and recording donations and mortgage receivables in accordance with established policies.
Manage outgoing mail, including coordinating special delivery options as needed.
Organize and coordinate the CEO's internal and external schedule, serving as the first point of contact for scheduling inquiries.
Facilitate office purchases with approval from department leadership, keeping accurate records of expenses.
Communicate effectively with board members and staff on behalf of the CEO, fostering credibility and trust.
Manage the calendars of the chief executives, schedule meetings, and assist other staff with their appointments. Ensure meeting rooms are booked and arrange refreshments as needed.
Arrange travel plans for staff, including outlining constraints and verifying arrangements. Prepare itineraries and ensure timely submission of travel expenses.
Collaborate with the office manager and landlord on facility maintenance projects, keeping staff informed about safety and security updates.
Assist with issuing and maintaining electronic badges and office security protocols, ensuring the safety of IT equipment.
Prepare and distribute meeting materials, presentations, and various documents, ensuring confidentiality and easy retrieval of stored information.
Support the collection and organization of materials needed by staff, assist in special report preparation, and obtain insurance certificates as requested.
Submit the CEO's timesheet and assist in approving the timesheets of direct reports.
Help prepare monthly reports for the executive team and maintain necessary documentation for the Community Development Block Grant (CDBG).
Provide notary services or coordinate the execution of securing services as needed.
Board of Directors/Executive Committee Support
Serve as the primary contact for Board of Directors (BOD) members and assist in scheduling meetings and events, providing timely reminders.
Prepare, distribute, and maintain records of BOD meeting agendas and supporting documentation, ensuring easy access for reference.
Attend all BOD meetings or arrange for a suitable substitute, keeping accurate minutes and recording attendance.
Prepare minutes for review and approval within the designated timeline.
Secure necessary signatures for corporate and external documents and distribute them appropriately.
Research special topics and organize events as assigned by the BOD.
Maintain accurate records of volunteer hours for Board and committee members.
Ensure compliance with conflicts of interest and other required forms and training for Board and executive staff.
Assist in scheduling and maintaining files for shared information from various Board committees.
Qualifications
An associate's degree in a relevant field or equivalent experience is preferred.
A minimum of three years of experience providing high-level administrative support to senior executives in a fast-paced environment.
Strong attention to detail and organizational skills, with a commitment to work accuracy.
Experience working closely with an executive team and proactively anticipating needs.
Ability to work independently and manage deadlines, demonstrating flexibility in changing priorities.
Proficient in Microsoft Office and experienced in managing complex executive calendars.
Management experience is a plus.
Employment Type: Full-Time
Salary: $ 45,000.00 Per Year
Job Tags
Full time,