Executive Assistant/Office Manager

This is a highly skilled professional who supports the senior executives in managing their daily responsibilities. The tasks included but not limited to the following: managing the executive’s daily calendar, scheduling meetings, appointments and travel arrangements. Handling incoming and outgoing communications, including telephone calls, emails and postal correspondence, preparing important documents such as reports, presentations, and board/committee documents, maintaining comprehensive and accurate records, including document management and filing systems. This role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Senior Management Team, Board of Directors for three separate non-profit agencies, and leaders that report to the CEO. To perform this role successfully, the individual is expected to handle highly sensitive and confidential financial, legal, personnel, and institutional information while exercising professionalism and discretion.

ESSENTIAL FUNCTIONS

• Works directly with the CEO to support all aspects of his/her daily routine.
• Maintains the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements. Exercise discretion in committing time and evaluating needs.
• Serves as the primary point of contact between the CEO and Board of Directors, including helping to coordinate the work of the different groups and providing administrative support for governance meetings.
• Serves as a liaison between the CEO, Iris Family Support Center staff, Board of Directors of the three non-profit agencies and the public. This includes receiving and screening the CEO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Coordinate work with other Iris Family Support Center staff as needed, play a key role in coordination of staff efforts both within and outside the department.
• Provide coordination, monitoring, and communication on all projects outlined by the CEO.
• Complete annual corporate compliance items (i.e.: Better Business Bureau and Secretary of State)
• Act as the point person for our accreditation body (Council on Accreditation) as well as, setting up schedules, maintenance reports, etc. to ensure that agency maintains accreditation for Iris Family Support Center and CHILL.
• Works in tandem with the leader of the Child Advocacy Center to assist with maintaining accreditation by the National Children’s Alliance (NCA).
• Assist in the Quality Assurance activities and processes including project planning, prioritization, initiation, execution, and training, as well as fostering collaboration of end-users and key stakeholders to ensure contractual compliance for CEO, Board and constituents.
• Assist the CEO in the development of presentations for internal and external audiences.
• Keep the CEO advised of time-sensitive and priority issues, ensuring appropriate follow up.
• Routinely perform a wide variety of support duties. (ie: printing, faxing, mail/overnight packages, copying, filing, and email/messages.)
• Sort and tirage mail; maintain e-mail and other address directories (ie: board, committee, partner agencies, key colleagues of agency)
• Compose and prepare letters relating to routine correspondence for the CEO’s signature.
• Schedule departmental meetings, assist in the preparation and distribution of meeting agendas and materials.
• Transcribe source material, prepare documents, reports, tables and charts; distribute as appropriate.
• Prepare, reconcile and submit expense reports.
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion, prepare the initial draft of minutes and summaries.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports and agenda material.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.

OTHER DUTIES 

• Performs other duties as assigned. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

PHYSICAL DEMANDS

• Requires flexibility in work schedule, including the need to work occasional evenings and weekends.
• Ability to work under stressful conditions, to deal with volatile individuals.
• Requires the ability to lift files, open filing cabinets or bend and stoop as necessary.
• Requires the ability to occasionally lift office supplies, materials, and equipment up to 25 pounds.
• Ability to drive, as well as utilize dependable transportation.

EXPECTED HOURS OF WORK 

• Some flexibility in hours is allowed, the employee must work 40 hours each week to maintain full-time status

SPECIFIC REQUIREMENTS

• A detail-oriented self-starter with prior experience in the non-profit industry.
• Someone who exhibits sound judgement with the ability to prioritize and make decisions.
• Energetic and eager to tackle new projects and ideas. · Comfortable interacting with higher level executives and board members.
• A team player capable of cultivating productive working relationships across the agency.
• Excellent written and verbal communication skills.
• Good organization skills and good time management skills.
• Ability to pay attention to detail.
• Ability to handle several projects at one time.
• Basic understanding of frequently used computer software and programs, such as Microsoft Office.
• Good interpersonal skills. ·
• Ability to identify and solve work-related problems
• Thrives in a face-paced environment.
• Participate in fundraising activities.

QUALIFICATIONS (CORE COMPETENCIES, SKILLS AND EXPERIENCE) 

• Leadership, employee development and coaching
• Team building skills · Interpersonal Skills
• Decision Making/Problem Solving
• Conflict Management · Project Management
• Personal Accountability
• Problem Solving/Analysis
• Communication and collaboration with internal and external customers
• Ability to record, prepare and communicate appropriate reports.
• Customer Service Skills (internal and external customers), including effective communication skills.
• Must possess a valid driver’s license and demonstrated safe driving record.

REQUIRED EDUCATION

• Bachelor’s degree preferred.
• Three to five years’ prior experience supporting a senior executive or team.
• Excellent computer skills, including Microsoft Office Suite (Outlook, Work, Power Point and Excel)
• Exceptional writing, editing and proofreading skills.
• Excellent organization and time management skills.

EEO STATEMENT 

• Iris Family Support Center (formally known as SCAN, Inc.) is an Equal Opportunity, Affirmative Action employer.