Executive Assistant

Job Description

The Executive Assistant (EA) provides high-level administrative support to the Executive Director (ED), ensuring smooth daily operations. This role includes managing the ED’s calendar, handling correspondence, coordinating meetings, making travel arrangements, and overseeing various administrative tasks. The EA must maintain confidentiality, anticipate needs, and efficiently prioritize competing responsibilities.

Role & Responsibilities The ideal candidate will be able to:

• Calendar Management: Schedule and manage the ED’s appointments, meetings, and conference calls, prioritizing competing demands.
• Correspondence Management: Draft, edit, and distribute emails, letters, and presentations on behalf of the ED.
• Travel Arrangements: Arrange travel, including flights, accommodations, and transportation, while managing itineraries.
• Meeting Coordination: Prepare agendas, distribute materials, take meeting minutes, and follow up on action items.
• Expense Reports: Process and submit expense reports in a timely manner.
• Phone Management: Answer and direct phone calls, taking detailed messages when necessary.
• Document Management: Organize, file, and retrieve important organizational documents and records.
• Project Management: Assist with project coordination, including tracking timelines and deliverables.
• Office Administration: Manage office supplies and maintain efficient office systems.
• Confidentiality: Handle sensitive information with discretion and professionalism.

Essential Qualifications

• At least 3 years of experience in an administrative role
• Proficiency in computer and technology applications.
• Excellent written and verbal communication skills.
• Strong organizational skills and ability to develop and maintain systems.
• Ability to work independently and collaboratively as part of a team
• Flexibility and adaptability in a dynamic work environment.
• Commitment to the role for a minimum of one year.

Skills and Approach to Work

• Integrity, credibility, and a commitment/ passion for DREAM!’s mission
• Effective verbal and written communication skills with exceptional attention to detail
• Ability to problem-solve, work with a team, and ask for help
• Experience organizing and coordinating groups of people