Executive Administrative Assistant

Job Description

PURPOSE

To provide administrative support and services to the project staff as directed by the Director of Administration

RESPONSIBILITIES

Provide administrative support with a variety of clerical activities and related tasks for the Executive Director and other staff.

Maintain the appearance and cleanliness of main office (e.g. kitchen, conference room, and front office) in a neat and professional manner.

Oversee general property management under the direction of the Director of Administration (e.g. building equipment, exteriors, and cleaning staff).

Maintain a schedule and complete duties as directed by the Director of Administration.

Maintain confidentiality as

Perform reception duties, including but not limited to: opening ProJeCt's administrative office in the morning, controlling access to ProJeCt's administrative building and premises, greeting and directing visitors to appropriate ProJeCt locations, and answering calls to ProJeCt's main line.

DUTIES

Answer phones, direct calls accordingly, and forward messages promptly and

Greet clients in a polite and friendly manner, and direct them to the appropriate staff member or

Receive and sort mail for distribution to appropriate staff in a timely

Manage the all-staff calendar and the scheduling for the Ex. Director

Manage facility usage (i.e. booking conference rooms, ) as well as maintain schedule for conference room bookings.

Maintain inventory of office supplies and handle replenishment of Admin

Create expense vouchers as

Procurement: Manage all expense vouchers, order supplies, manage receipt of such supplies, as well as correspond with appropriate staff regarding order price variations.

Supervise janitorial service, oversee scheduling of cleaning, and monitor quality of duties performed by communicating with managers in various locations.

Manage all equipment maintenance, as directed by the Director of Administration (i.e.: copier, printers, & postage machine).

Coordinate the monthly Board meetings; communication with board members, alert directors to compile information for meeting, and ensure all necessary materials and equipment are available.

Organize and prepare the all-staff and management meetings and coordinate the logistics for these meetings.

Maintain various records and documents for the agency; e.g. board meeting minutes.

Draft, review and send correspondence on behalf of the agency as directed

Maintain confidential and sensitive information

Perform other clerical duties as requested by Director of Administration or designee.

Knowledge, Skills, and Abilities

Communication skills; active listening, good written and verbal skills

Critical Thinking; ability to identify alternative solution and solve problems

Judgement/Decision Making; weighing the relative costs and benefits of potential actions and choose the most appropriate

Organization; can function within a system and work independently towards task completion

Innovation; look for way to improve work processes through creative solution to develop/improve effectiveness and efficiencies

Confidentiality; understand the importance of information that should not be share broadly

Time Management; ability to manage and complete work assignment within deadlines

Computer Skills; Microsoft Office as well as other software as needed to complete duties. Ability to enter data into a database, manipulate spreadsheet data, and type text, format, edit, print, save, and retrieve word-processing documents

HOURS: Full-time, hourly