*EXECUTIVE ADMINIST
TIVE ASSISTANT*
*JOB DESCRIP
ON*
*POSITION STATUS:* Hou
y
*PAY R
- E:*$20.00 to $2
- 0 per hour
or
- otherwise de
ermined b
r
*REPORTS TO:* Executi
- Director
*SUMMARY OF PRIMARY JOB FUNCTIONS:*
The Executive Administrative Assistant is a key position serving as the first line of communication between
e agency and the commu
- y. The Executive Administra
e Assistant will provide
eneral executive, administrative, and clerical support to the Executive Director; assist in the coordination of special projects; and perform data entry required to comply with accreditation and funding standards. Duties of this position are complex in nature, requiring considerable discretion in the handling of confidential information and sensitive matters and the ability to work proactively to balance multiple tasks. The Executive Administrative Assistant is expected to represent the agency in a professional and positive image.
*Duties and Responsibilities:*
*General:*
* Answer calls, take messages, schedule meetings and write letters or prepare draft documents and correspondence for Executive Director’s review and approval.
* Handle internal and external correspondence
* Respond to email inquiries or route them to the executive.
* Develop strong working relationship with personnel, volunteers, board members, and stakeholders of the agency. Provide assistance and support as needed.
* Support the Executive Director and designated personnel on informational, administrative, and organizational matters.
* Plan, organize and prioritize special projects.
* Use discretionary initiative and judgment in handling sensitive & confidential details, establishing priorities and resolving problems relating to day to day operations & administrative details.
* Greet clients and guests at front window
* Manage supply inventory in accordance with budgetary restrictions. Follow-up on outstanding invoices
* Perform other related duties as assigned or requested.
*Data entry and record keeping:*
* Create, maintain, and update records in the client database
* Maintain accurate data related to client services and grant compliance
* Maintain confidentiality of client information & files
* Compile, compute, summarize & analyze data for special reports and grant compliance
* Manage volunteer files and track donated hours
*Board of Directors:*
* Coordinate creation and timely distribution of materials and agendas for meetings of the Board of Directors
* Provide assistance to the secretary of the Board related to preparation and distribution of minutes and correspondence
*Scheduling & Event Coordination:*
* Manage agency calendars and client appointments
* Assist the Executive Director in scheduling and maintaining appointments, meetings, etc.
* Assist with fund-raising event planning
*Requirements:*
* High school diploma or equivalent and prior administrative experience are required. An Associate’s or higher degree in related field preferred. Experience may be substituted for education at the discretion and approval of the Executive Director.
* Excellent computer skills and proficiency in the use of Microsoft Office applications to include Word, Excel, and PowerPoint are required. Willingness and ability to learn specialized software required.
* Strong organizational skills
* Excellent people and customer service skills
* Proper phone etiquette
* Ability to work independently with initiative and as a complementary team player
* Ability to manage and prioritize multiple assignments and think critically in a busy work environment
* Excellent oral and written communications skills
* Ability to work some evening and weekend hours as may be necessary.
* Able to creatively and effectively problem solve
* Ability to clear a Level II Background Screen required by Florida Statute and DCF .
Job Type: Full-time
Pay: $20.00 - $22.00 per hour
Expected hours: 40 per week
Benefits:
* 401(k) matching
* Life insurance
* Paid time off
Schedule:
* 8 hour shift
Application Question(s):
* All applicants must be able to pass a Level II Background Check and clearance by the Florida Department of Children and Families for working with children.
License/Certification:
* Driver's License (Required)
Work Location: In person