Executive Administrative Assistant

Job Description

POSITION SUMMARY

Come join a dynamic and exciting visionary team! This 70-year-old legacy organization is building a powerful team to explore the new ideas and opportunities for SkillsUSA and its members. This position will work directly with the SkillsUSA Ohio Executive Director to foster growth and business development of the organization. This position is critical for the efficiency and management of the office and fostering collaboration with the team as a whole. This position will ensure the director stays on time with appointments and meetings and provides critical follow up support.

ORGANIZATIONAL OVERVIEW

SkillsUSA is a partnership of students, teachers and industry working together to ensure America has a skilled workforce. SkillsUSA empowers its members to become world-class workers, leaders and responsible American citizens. SkillsUSA improves the quality of our nation’s future skilled workforce through the development of Framework skills that include personal, workplace and technical skills grounded in academics. SkillsUSA Ohio serves more than 33,000 students and instructors annually.

MINIMUM EDUCATION, LICENSE, OR EXPERIENCE REQUIREMENTS

This position requires previous experience as an Executive Administrative Assistant or similar title with preferred event/meeting planning experience. Prior experience with non- profits and/or career and technical student organizations (CTSOs) is a plus.

This position requires a creative, self-motivated, detail and task oriented individual, who works independently and well under pressure, and possesses the ability to handle and prioritize multiple tasks while maintaining flexibility and showing initiative. A strong motivation for teamwork and administrative detail is required. This position is responsible to interact with both internal and external customers and possess excellent verbal and written communication and interpersonal skills. Candidates should also have strong facilitation skills/background. Must be proficient with a PC computer and the Microsoft Office Suite. Additional software knowledge is a plus in Monday.com, WIX, Constant Contact, CANVA, DropBox, ZOOM, TEAMS, and Outlook.

Job Responsibilities:

· Budget Management, receipt tracking, and invoicing working in conjunction with the Bookkeeper

· Business and Industry Meeting Follow up Communications

· Creation of business proposals after initial contact

· Management of Executive Director’s Complex Calendar and schedule and logistics

· Provides administrative support to ensure efficient operation of office.

· Answers phone calls, schedules meetings and supports visitors.

· Outstanding Customer Service Skills and Problem-Solving Abilities (phone, in-person, and virtual)

· Basic website modification

· Exhibits polite and professional communication via phone, e-mail, and mail.

· Ability to function in a fast-paced environment

· Carries out administrative duties such as filing, typing, copying, binding, scanning etc.

· Manages mailing out of supplies and information to the schools

· Makes travel arrangements for senior staff such as booking flights, cars, and hotel or restaurant reservations.

· Develop a communication system for maintaining regular contact with key stakeholders (thank you's and other communication)

· Performs work entailing a high degree of responsibility discretion and confidentiality

· Demonstrates proficiency in spelling, proofreading, and the correct use of grammar.

· Displays flexibility, reliability, self-discipline, and the willingness to take on challenging tasks.

· Embodies Ethical Standards and integrity, accepts responsibility for decisions and conduct

· Makes changes to the website as needed

· Supports team by performing tasks related to organization and strong communication.

· Manages Constant Contact Communications

· Processing incoming, outgoing, and interoffice mail

· Ensures operation of equipment by completing preventive maintenance requirements, calling for repairs, maintaining equipment inventories and evaluating new equipment and techniques.

· Provides information by answering questions and requests.

· Maintains supplies inventory by checking stock to determine inventory level, anticipating needed supplies, placing, and expediting orders for supplies.

· Contributes to team effort by accomplishing related tasks as needed.

· Creates Presentations as needed for Executive Director

· Proactively pursues tasks throughout the day

· Excel Spreadsheet Management, Development, and Usage

· Managing interoffice processes

· The ability to create high quality reports

· Analyze comparative date, and prepare requisitions for approval

· Seeks clarification when expectations are unclear, uses active listening skills

· Respects diversity, and resolves issues tactfully

· Provide clear information by answering questions and requests.

· Responsible for taking and distributing meeting minutes for all meetings

· Responsible to schedule meetings for the Executive Director and others as needed

OTHER ITEMS TO NOTE:

· Attendance and engagement are CRITICAL to the success of this position

· The SkillsUSA Ohio office functions on a “Flex Schedule” around events. This means that there may be additional hours needed on a particular day. The employee will then be able to “flex” those additional hours, leaving early or coming in late at a later time.

· This job has some travel and weekend involvement, as some events occur on weekends or in the evening.

· This position is “OJT,” meaning on-the-job training. Candidates need to be ready to jump in and learn, and not expect to have everything mapped out for them in advance.

· We primarily serve minors (16-18 years of age), this position will have exposure and interaction with our students.

· There may be some physical components to this position, including lifting boxes and loading vehicles (25-35lbs), extensive walking, and standing.

Education and Experience Requirements

· High school diploma or equivalent education required

· 3 years of administrative assistant experience preferred

· Expert usage of Microsoft Office Suite

COMPENSATION: $65,000 - $75,000 annual salary. Additionally, medical, dental, and vision are available as well as retirement options, and LegalShield

SkillsUSA Ohio, Inc. is an equal opportunity employer. We believe every employee has the right to work in surroundings that are free from all forms of unlawful discrimination. We are committed to providing equal employment opportunity to all employees and applicants without regard to race, color, religion, gender, national origin, age, disability, ancestry, creed, marital status, sexual orientation, or Veteran or military status, genetic information or any other basis prohibited by local, state, or federal law in the relevant jurisdiction. This policy applies to all terms and conditions of employment including, but not limited to employment, advancement, assignment, and training.

All Employees of SkillsUSA require an official BCI and FBI Background Check completed with no significant discoveries noted, a credit check completed with a minimum credit score of “Good” (670-739), and 3 references of an acceptable nature.

New employees will be on probation for 90 days following their start date. Probation means that employer or employee can terminate employment with or without cause at any time and benefits will not commence until the 90 days has been completed. Accrual of Paid time off does not begin until the conclusion of the 90 days.Company Description

SkillsUSA’s mission is To empower our students to become skilled professionals, career ready leaders and responsible community members. SkillsUSA improves the quality of America’s skilled workforce through a structured program of citizenship, leadership, employability, technical and professional skills training.

Full-time