IEA is seeking an Executive Assistant who will work with the president, executive team, and program staff to help develop and implement quality supplemental programs for highly able elementary, middle and high school students.
The ideal candidate is ambitious, proactive, organized, tech-savvy, reliable, detail-oriented, and able to focus on the big picture. He or she is an effective communicator, is motivated to learn new concepts and processes quickly, and thrives in a fast-paced work environment. He or she is committed to excellence, is a team player who can work autonomously, and can demonstrate leadership in resolving problem situations and technical issues. He or she is interested in working with gifted students and is committed to the long-term success of IEA's program goals and constituents.
- Provides clerical and operational assistance for the executive team, including communications, scheduling, recordkeeping, light bookkeeping, data entry, document management, office filing, and office organization;
- Answers and screens telephone calls in a professional and timely manner, takes accurate messages with a high degree of professionalism and courtesy, provides helpful information to callers and guests, and arranges conference calls;
- Demonstrates a high level of professionalism in dealing with confidential and sensitive issues;
- Coordinates Executive staff calendars and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness;
- Coordinates meetings including, but not limited to, preparing and distributing agendas and other meeting materials, reserving and preparing facilities, and recording and transcribing meeting minutes;
- Coordinates travel arrangements, completes expense reports and processes invoices, ensures that correct account codes are used and required signatures obtained;
- Assists with technology setup and troubleshooting for light IT and A/V needs;
- Proactively establishes and maintains highly organized filing system; files correspondence and other records;
- Composes, transcribes and edits correspondence;
- Contacts vendors and service providers as needed;
- Performs general clerical duties including but not limited to filing, photocopying, faxing, and mailing;
- Assists in delivering year-round supplemental programs for gifted youth by helping to process applications and prepare materials;
- Other duties as assigned.
- Position may include some evenings and weekends.
- Bachelor's Degree
- Three or more years of office support experience, including light bookkeeping
- Tech-savvy and proficient in Windows 10 OS, Microsoft Office Suite (including Excel, Outlook, Word, and PowerPoint), and Adobe Acrobat
- Familiarity and comfort with Salesforce or other CRMs a plus
- Excellent interpersonal, written and oral communication skills
- Must have exceptional organizational skills, keen attention to detail, and ability to multi-task
- Strong project management skills
- Must be able to maintain confidentiality pertaining to constituents and projects
- Ability to work independently with minimal supervision
- Understanding of nonprofit organizations preferred