Details: Excellent Benefits
3042 Research Drive
The College and Alumni Program’s (CAP) mission is to ensure that students (Wave-Makers) graduate from four-year colleges and universities as quickly and with as little debt as possible. Making Waves believes that ultimately, a quality education will enable Wave-Makers to become productive and contributing members of society.
The Executive Assistant (EA) is responsible for providing high level cross-functional support to projects and day-to-day duties of the Executive Director of the College and Alumni Program. The EA is responsible for the smooth operation of the executive office with specific focus on communications, key administrative functions and special projects. The Executive Assistant provides leadership to the CAP team and works collaboratively with departmental leads. Additionally, the EA is responsible for providing support to the CAP leadership team to ensure effective outcomes based on Program Goals, managing both long range planning and short-term projects.
The Executive Assistant is ultimately responsible for ensuring CAP delivers services that help Wave-Makers make the most of their college experience. Ideal candidates are able to demonstrate a strong commitment to the Making Waves mission and vision and are passionate about ensuring that all Wave-Makers achieve at high levels. The EA must be independent in her/his work and professional growth; highly organized, detail oriented, and demonstrate a commitment to achieving measurable results with Wave-Makers. The EA is energetic, hard-working and an enthusiastic team player.
The position is one that requires advanced skill in communications, project-management and administrative services. The Executive Assistant shows a commitment to academic achievement and demonstrates competence, a strong work ethic, values in line with Making Waves Core Values, empathy and patience. The EA has an understanding of the particular needs of first-generation college students and exhibits sensitivity to Wave-Makers’ life experiences and perspectives.
Part-time Administrative Assistants
- Publishing of formal materials – reports, presentations, letters, communications
- Produce information by writing, transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics
- Conserve executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications
- Maintain executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
- Represent the executive by attending meetings in the executive's absence; speaking for the executive
- Prepare, edit and proofread reports and presentations from multiple sources
- Take minutes of key meetings and follow up on action items
- Manage and maintain electronic filing systems, specifically the Salesforce database
- Create and maintain all new users, roles, profiles, custom reports, and dashboards
- Support the coordination and planning of CAP events
- Work with supervisor and colleagues to identify and improve on personal areas of growth and participate in professional development activities
- Contribute to the development of a growing, fast-paced organization; including participation in events and programming as well as database and technology oversight and maintenance
- Other duties as assigned
Nature and Scope
Under the general guidance and day-to-day supervision of the College and Alumni Program Executive Director, the Executive Assistant develops and oversees the administrative functions of the executive office of the College and Alumni Program. The EA works to ensure the smooth operation of the Program through structured and consistent implementation of Making Waves policies and support services. The EA ensures effective and timely communication between Wave-Makers, staff, and the Executive Director. The position demonstrates flexibility and the ability to adapt to various work situations as the need arises. The EA pays attention to details, analyzes problems and manages both long range planning and short-term goals.
- Bachelor’s degree required
- Experience managing a busy office environment as an executive assistant at Director or CEO level (five years minimum preferred)
- Above-average computer skills: MS Office: Excel, Word, and use of both databases (e.g. Salesforce) and shared networks
- Demonstrated leadership and achievement in professional settings
- Excellent interpersonal, oral and written communication skills, including grammar and spelling, and the ability to proofread
- Ability to be self-directed and to understand and carry out oral and written directions with minimal supervision
- Able to maintain a regular schedule and follow through on weekly, monthly and quarterly deliverables
- Ability to set and achieve goals on deadline, with excellent follow-through
- Ability to work cooperatively with teammates and respond to feedback
- Ability to function effectively within a student-oriented, multi-lingual, multi-cultural, multi-ethnic environment
- Ability to effectively analyze and solve problems
- Superior time management and organizational skills, including effective coordination and prioritization of multiple tasks with strong attention to detail
- Willingness to go above and beyond the requirements of the job to be innovative in the support of Wave-Makers
- Previous experience working with students in a high school or college setting preferred
- Bilingual Spanish/English ability is a plus
ABOUT MAKING WAVES
Making Waves commits to rigorously and holistically preparing students to gain acceptance to and graduate from college to ultimately become valuable contributors to the workforce and their communities.
To learn more please visit: www.making-waves.org
Making Waves is an Equal Opportunity Employer. We encourage applicants of diverse backgrounds to apply for positions in which they feel qualified. We are committed to embracing diversity and consider all applicants for all positions without regard to color, ethnic background, religion, sex, gender identity, sexual orientation, national origin, age, disability, or any other legally protected classification.
Minimum Education Required