Reporting directly to the Executive Director, the Executive Assistant provides executive, administrative, and personal support to the ED and Board of Directors, as well as the Leadership Team. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the ED to satisfy SVdP mission.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Prepare for quarterly Board meetings, ad hoc Board Committee meetings and weekly Leadership Team meetings (agenda, gathering documents, printing, creating packets, layout of room, refreshments)
- Handling correspondence before meeting (collecting and organizing material to be sent out)
- File documents pre and post meetings; create updates if needed throughout year
- Regularly update Board manual and supporting documents
- Manage calendar, schedule meetings and appointments and manage travel itineraries
- Plan and arrange organizational events to take place outside of the work place, such as guest speaker events, fund-raising events and staff appreciation events
- Maintain an organized filing system of paper and electronic documents
- Create regular reports and maintain internal databases
- Uphold a strict level of confidentiality
- Develop and sustain a level of professionalism among staff and clientele
- Provide writing support for Executive Director (collaborate with Marketing and Development on periodic articles, newsletters, appeals)
- Coordinate executive communications, including taking calls, responding to emails and interfacing with donors and visitors
- Prepare internal and external organizational documents for team members and industry partners
- Assist Development with writing donor acknowledgement correspondence
- Assist Executive Director with personal needs and errands
Organization Mission and Policies:
- Supports and demonstrates excellent customer assistance by following the SVDP’s Customer Service Motto to “Valuable Customers with Distinction and Purpose” which defines “our valuable customers” as both internal and external; i.e. co-workers, donators, vendors, organizational contacts and thrift store consumers.
EDUCATION, CERTIFICATIONS AND EXPERIENCE
- Five (5) or more years executive administrative experience.
SKILLS AND ABILITIES REQUIREMENTS
- MS Office software package (Advanced level)
- Generally accepted office procedures and equipment
- Working with a Board of Directors
- Building interpersonal relationships
- Thinking proactively and organizing work
- Project management, event planning and problem solving
- Attention to detail
- Communicate effectively, orally and in writing
- Work without direct supervision in a small office
- Collaborate with a diverse group of people
- Exercising discretion and maintaining confidentiality with sensitive information
- Read, analyze and interpret the complex documents
- Respond effectively to most sensitive inquiries or complaints
Physical Demands include
- Occasionally lift and/or move up to 10 pounds
- Regularly required to sit; use hands to finger, handle or feel; reach with hands and arms; talk or hear.
- Occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl.
- Work in an environment with moderate noise level (e.g., business office with computers and printers, light traffic.)
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.