Executive Assistant bei None

FLSA: Exempt (Salary) REVISED:  January 07, 2025

Reports to: Chief Executive Officer 

Supervises:      None

Function:

Provides varied, complex and possibly confidential secretarial and office administrative assistance to the Executive Director and associated supervisory and professional staff. May instruct, plan, supervise and review the work of other office support staff.

Duties and Responsibilities:

• Receives and screens visitors and telephone calls, providing information and resolving complaints which regularly requires the use of judgment and may require the interpretation of policies and procedures.  

• Makes appointments and maintains a calendar, schedules and arranges for meetings and makes travel arrangements; sorts mail and obtains related backup materials.

• Organizes and maintains various administrative, reference, and follow-up files; purges files as requested.  Organizes meetings by notifying participants, making room arrangements, preparing agendas and required informational materials; may attend such meetings and prepare minutes.

• May assist Chief Executive Officer, managers and supervisors with certain administrative matters by following up on projects, transmitting information, and keeping informed of pertinent activities.  

• Organizes own work, sets priorities and meets critical deadlines; helps ensure that such deadlines are met by other staff.  

• Researches, compiles and summarizes a variety of informational or statistical materials. Types drafts and a wide variety of finished documents from notes, brief instructions, or printed materials; uses word processing equipment and inputs or retrieves data and prepares reports using a computer system.  May compile and process confidential materials.  Initiates correspondence independently for own signature or by appropriate staff or Chief Executive Officer.  Reviews finished materials for completeness, accuracy, format, and appropriate use of the English language. 

•  Provides support to the Foundation’s Board of Directors to include organizing and scheduling board meetings, compiling and distributing board meeting agendas and supporting documents, taking minutes, recording key decisions and actions, and maintaining board meeting records, agendas and other board materials.

• Serves as the document manager for the organization ensuring that all company documents are logged and categorized properly, manages the secure storage of documents at an off-site location, works with assigned document management liaisons in each department, ensures that documents are retained and disposed of in compliance with the legal and regulatory requirements.

Qualifications and Physical Demands:

Office administrative and secretarial practices and procedures, such as business letter writing, phone and email communication etiquette and the operation of common office equipment, including computer applications related to the work (e.g. email, calendar, chat and online meeting management; word processing, spreadsheets, database, etc.); record keeping, report preparation, filing methods and records management techniques; use of correct English, including spelling, grammar, punctuation, and vocabulary, as well as proofreading various documents; standard business arithmetic, including percentages and decimals; basic organization.  Providing varied, responsible, and possibly confidential secretarial and office administrative assistance to the Executive Director and other administrative staff.  Comfortable interacting professionally with a variety of individuals including patrons and business partners, members of the Foundation’s Board of Directors, donors, jurisdictional leaders and elected officials; maintaining relationships with executive assistants to partners. Interpreting, applying and explaining complex policies and procedures; using tact, discretion, initiative and independent judgment within established guidelines; analyzing and resolving office administrative situations and problems; researching, compiling, and summarizing a variety of informational materials; composing correspondence independently or from brief instructions; establishing and maintaining effective working relationships with those contacted in the course of the work; organizing work, setting priorities, meeting critical deadlines, and following up assignments with a minimum of direction; contributing effectively to the accomplishment of team or work unit goals, objectives and activities.

 
Working Conditions and Physical Effort:

Physical ability and mobility to work in a typical office environment.  Strength to lift and/or move materials weighing up to 10 pounds frequently, 25 pounds occasionally.  Vision to read printed materials.  Stamina to sit and work with a computer for an extended period of time.  Hearing and speech to communicate in person or over the telephone.  Accommodation may be made for some of these physical demands for otherwise qualified individuals who require and request such accommodation.

Job incumbent is continuously exposed to animals, animal waste, potentially harmful cleaning chemicals, high noise and potentially hazardous conditions, including the risk of animal bites and occasional work outdoors for extended periods of time while exposed to cold and extremely hot temperatures.

All employees work in a culture of continuous improvement and are expected to support our mission.  Employees must be able to clearly articulate our goals, actively participate in outstanding customer service, and accept responsibility for maintaining our culture of philanthropy.  

This job description is intended to describe the general nature and level of work expected of this position.  This description is not intended to be construed as an exhaustive listing or description of all responsibilities, duties and skills required of incumbents in the job.