Job Description
Job Description
Job Description
Description:
Essential Functions
- Supports the Executive Director (ED) in meeting duties and responsibilities, and managing the Executive office
- Works collaboratively with all members of the management team in meeting the mission and vision of the organization
- Serves as a leader in the organization and positively contributes to the workplace climate
- Screen and prioritize emails, phone calls, and other communications on behalf of the ED or governing bodies, ensuring timely follow-through
- Draft, proofread, and edit correspondence, reports, and other documents
- Receives the ED 's telephone calls, and arranges meetings
- Maintains ED’s calendar, scheduling meetings, coordinating events and making appointments
- Assists with grant writing and preparation of grant applications as needed
- Reads, records and routes incoming mail
- Organizes and maintains file system, and files correspondence and other records
- Arranges and coordinates travel schedules and reservations of the ED
- Arranges meetings and sends correspondence on behalf of ED
- Prepares outgoing mail, memos and correspondence
- Works with management in supply orders, and arranges for equipment maintenance
- Participates in program strategic planning and self-assessment processes
- Coordinates and arranges meetings and staff events, including developing agendas, reserves and prepares facilities, and records and transcribes minutes of meetings
- Attends Board of Directors and Policy Committee meetings monthly and other special scheduled meetings (after hours)
- Works with the Board of Directors as needed, including preparing meeting minutes, collecting votes and scheduling meetings
- Maintain confidential files and records with discretion and accuracy
- Monitor deadlines, follow up on assigned tasks, and ensure timely completion of projects
- Assists in special projects on behalf the the ED
- May be required to support virtual or offsite events
- Communicates with staff and the public in the areas of program updates, policies, and procedure changes with internal software services, the internet and social media
- May serve as a liaison between program agency, board, grantee, policy groups, community agencies, and private sector
- Develops and coordinates an administrative organization plan which delegates staff tasks, maintains line of authority and provide for channels of communication
- Receives and maintains contracts, partnership agreements, and interagency agreements
- Researches and prepare reports and materials for presentations
- Develops and maintains documents filing and retrieval system for organizational correspondences and records; Maintains company documents and keeps them up to date
- Prepare, review and process documents, agreements and procurement bids requested by the ED
- Works with the fiscal department to maintain fiscal internal controls for checks and invoices
- Assists in the development of annual report
- Reviews and adheres to all program regulations, including the Head Start Performance Standards and childcare licensing requirements
- Additional responsibilities as required
Requirements:
Required Education, Experience & Skills
- Bachelor’s Degree in communication or related field
- Experience working in an office setting. Minimum of 7 years
- Experience working directly for a Supervisor, Manager or Director. Minimum of 5 years
- Proficiency in Google and Microsoft software applications, and other commonly used software
- Knowledge of and ability to effectively utilize the internet and social media platforms
- Ability to take initiative, prioritize, multi-task and manage multiple projects simultaneously
- Experience in non-profits preferred
Job Tags
Work at office,