Executive Assistant

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:         

• Meets with Executive Director regularly to discuss schedule, projects and staff and office needs
• Coordination and integration of services within programs and with external partners.
• Development and implementation of policies and procedures that guide and support the provision of services.
• Obtains and makes recommendations concerning bids by outside contractors for routine services, structural improvements, equipment installation, etc.         
• Is responsible for supporting the hiring process including selection, employment, management, and discharge of employees and developing and maintaining personnel policies and practices for the organization.

Supports the following:

• Complying with federal, state, and local codes, regulations, and ordinances.
• Ensuring performance review processes are done happening a timely manner.
• Ensuring effective and efficient department operations.
• Reinforcing the organization’s mission to staff.
• Helps in the preparation of an annual budget showing the expected revenue and expenditures as required by the Executive Director.
• Maintains office equipment in a good and safe state of repair and operating condition, and compliance with building codes and accreditation standards.
• Represents the organization well in its relationships with other agencies and organizations and groups of the community; in dealings with outside agencies such as government and other third-party payers.
• Supports Human Resource functions by:
• Monitoring employee turnover, overtime, and absenteeism.
• Creating timelines for employee performance evaluations.
• Being a recognized positive role model.
• Supports the fiscal management of organization; assures proper utilization of organization’s financial resources.
• Recommends ways to reduce expenditure and/or enhance revenues without compromising quality of services.
• Demonstrates respect and regard for the dignity of all visitors and fellow employees to ensure a professional, responsible, and courteous environment.
• Promotes effective working relations and works effectively as part of the organization.
• Supports the management of the board meetings and relationships with board members.  This includes ordering food for meetings, preparing meeting agendas and minutes as well as scheduling.
• All other duties as assigned by the Executive Director 

Minimum Qualifications (Knowledge, Skills, and Abilities)

• Bachelor’s Degree in related field preferred.
• A minimum of 2-3 years of workplace administrative experience required, preferably in a nonprofit setting.
• Excellent interpersonal and conflict resolution skills
• Ability to work with minimal supervision and complete multiple projects