Title: Office Manager /Executive Assistant
Reports to: Director of Finance/Administration
Summary: The Office Manager/Executive Assistant will handle a wide range of administrative and executive support related tasks and will be able to work independently with minimal supervision. This person must be exceedingly well organized, flexible and energetic.
Working in the spirit of openness, learning and ongoing improvement
Highest level of performance and completion objectives
Flexibility and adaptation to the organization’s dynamic environment of ongoing change
Skills and Abilities Needed:
Considerable knowledge of effective office coordination and management techniques
Demonstrate ability to identify problems within an office and to develop feasible solutions
Interpersonal skills, including the ability to establish and maintain effective working relationships with others
Quality customer service skills
Ability to work effectively with a diverse staff and as part of a team
Ability to balance multiple responsibilities and function well under pressure
Demonstrate a sound work ethic
Excellent oral and written communication skills proficiency in intermediate computer skills, including word processing and spreadsheets
Ability to maintain a high level of accuracy in preparing and entering information
Ability to manage business application software and MAC computer systems maintenance and trouble shooting
Specific Areas of Responsibility:
Executive Director Support
Excellent calendar and management skills, including the coordination of complex executive meetings
Experience assisting management with the creation of PowerPoint presentations
Strong knowledge of MS Office including Word, Excel PowerPoint and Outlook
Experience scheduling travel arrangements
Answer phones and direct all incoming calls appropriately and efficiently
Assist with presentation materials
Review and summarize miscellaneous report and documents
Prepare outgoing mail as necessary
Priority and manage multiple projects simultaneously and follow through on issues in a timely manner
Arrange travel schedule and reservations
Work closely with the senior director’s to coordinate and launch hard copy or email campaigns to consultants, clients and potential candidates
Responsible for general organization of HH’s office space
Order and maintain supplies and work closely with vendors to ensure competitive pricing
Assist in development of finance operating procedures, forms and systems
Asset Control of HH’s computers, projector, telephones, fax machines and copiers
Performs personnel administrative tasks, including coordinating and participating in the hiring and promotion process; supervising employee time and attendance records
Prepare the New Hire Package including tax forms, health benefit forms, and the employment eligibility form
Serve as the HH’s liaison with the Center for Nonprofit for employee benefits
Assist Director of Finance and Administration with Merit Increase letters and other letters related to promotions, salary changes, etc
Offer support, and arrange business travel on an as needed basis
Complete other duties as assigned
Bachelors degree in Business administration or related field preferred
3+ years Executive Assistance Experience
Excellent written and verbal communication skills
Ability to multi-task and work well under pressure
Experience working with HIV/AIDS service organizations or public health departments preferred
High quality customer service skills both in person and over phone/email
Ability to work effectively with a diverse staff and in team work groups
Detail oriented skills in billing and invoicing
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