Executive Administrative Assistant

Join Our Team as an Executive Administrative Assistant!

Benefits & Perks:

• Paid Holidays
• Additional Paid Time Off (PTO)
• Qualifying Non-For-Profit for Federal Student Loan Forgiveness Program (click here to learn more: https://studentaid.gov/manage-loans/forgiveness-cancellation)
• Casual dress code
• Health, dental & vision insurance options
• Free dental insurance
• Paid Employer sponsored life insurance.
• Supplemental insurance programs for additional life insurance, short-term disability, accident & cancer insurance
• Up to $600 every year for completing biometric health screenings on a single health insurance plan & up to $1,200 if a spouse also completes
• Up to $180 annual gym reimbursement
• Take advantage of our Dental & Outpatient Mental Health services while working
• Employee referral program

Pay Range:

$18.22/hour - $24.29/hour, based on applicable experience

Job Summary: 

Provide a wide range of administrative and office support activities for the Chief Financial Officer, Finance Department, Board Committees and ancillary Board of Directors to facilitate the efficient operation of the organization.

Essential Job Duties:

•  Arrange conference attendance and travel accommodation as requested, entering the appropriate requisitions for the necessary approvals.
• Answer phones, give information to callers, take messages or transfer calls to the appropriate individuals.
• Maintain proper labels and organization of various office keys, in a locked secure area.
• Track the internal routing of contract approvals, ensuring all required components are collected before submission, and follow-up until the contract is received back fully executed by all parties. Communicate/save the fully executed contract with the appropriate agency staff.
• Research and pull records from adoption databases preparing copies as necessary for review by the adoption liaison.
• Distribute incoming mail to the necessary department/person and prepare outgoing mail as requested.
• Create various work orders as requested.
• Attend and record/transcribe notes in the appropriate format for Board/Committee meetings.
• Create an agenda, prepare and disseminate materials, and room set up for committee and board meetings.
• Manage and approve the agency’s conference room requests through Outlook.
• Maintain office equipment, scheduling repairs and maintenance.
• Any other duty as assigned by your supervisor.

Skills:

• Must maintain a high level of confidentiality
• Ability to read and comprehend instructions and correspondence and carry out assignments to completion
• Strong reasoning and problem-solving ability
• Strong mathematical skills and numerical accuracy
• Demonstrated ability to work well with others in all interpersonal interactions
• Excellent written and verbal communication skills
• Strong organizational and multitasking abilities
• Detail orientated with keyboarding accuracy
• Proficient computer skills in Microsoft Office (Word, Excel, Outlook)
• Reliable and Consistent
• Work independently and be self-motivated
• Must have a positive attitude and professional appearance

Minimum Education & Experience Required:  

• High School Diploma and 6+ demonstrated years of experience
• Associate's degree and 3 – 5 years demonstrated years of experience

License/Registration/Certifications Required:

• Notary Certification preferred

Training Requirements:  

• New Hire Orientation

Physical Requirements:

• Physical actions are indicative of an office setting requiring work at a desk and movement in and out of the office
• Vision, speech, tactical and hearing senses adequate to perform job requirements.
• Frequent sitting/standing when appropriate