Executive Assistant

Executive Assistant and Data Manager

Reporting to Executive Director

Full-Time, Non-Exempt

Job Purpose

This position is one role in a large system of services provided to children and families. The primary purpose of an Executive Assistant is to assist the Executive Director in all aspects of her position including program and employee support, administrative duties, board rand community relations, and community outreach and development. Reporting to the Executive Director, the Executive Assistant/ Data Manager will also be responsible for setting up and maintaining the various data systems that support donor relations.

Essential Functions And Basic Duties

Position Specific:

Program And Employee Support

• Interface effectively with the Children's Coalition visitors, members and staff in a professional and discreet manner, maintain confidentiality and be courteous at all times.
• Support new employee onboarding by coordinating business cards, nameplates, shirts (if applicable), service order for tech support.
• Work with front desk staff to handle complex or escalated call/requests that may involve the Executive Director or Administrative staff.
• Work with front desk staff and Executive Director to coordinate and follow up on service calls related to central office facility repair and maintenance.
  
  

Administrative Support

• Open mail and prepare check requests for Finance Department.
• Screen public request calls for Executive Director. Provides information as requested and/or directs calls for appropriate response.
• Coordinates and reserves training room spaces on agency calendar for Executive Director meetings.
• Develops and carries out procedures for general office systems, such as office key check-out system, access key cards, and gate fobs; including tracking, sign-out and return of keys in cooperation with the Program Director and/or immediate supervisor.
• Arrange travel itineraries, including flights, accommodations, and ground transportation if necessary.
• Manage the Executive Director's calendar, including scheduling and coordinating meetings, appointments, and travel arrangements.
• Work closely with the Executive Director to ensure they are well-informed of upcoming commitments and responsibilities, including providing reminders for all scheduled activities.
• Act as the primary point of contact in managing the information flow for internal and external stakeholders, managing correspondence, and responding to inquiries on behalf of the Executive Director in a timely and accurate manner.
• Draft and prepare professional emails, memos, reports, and other documents as needed.
• Accurately and efficiently conduct administrative tasks such as processing expense reports, invoice processing, supply orders, meal arrangements and office files.
• Support the Executive Director in special projects, gathering data and preparing reports as needed.
  
  

Board And Community Relations

• Schedule, plan, send reminders and provide logistical support (e.g., save the date, agenda, sign in, take minutes and disseminate, food, room arrangement, organizing binders if applicable) for the following meetings: Board meetings, Board Committee meetings, and Staff meetings.
• Take accurate minutes when needed and distribute them in a timely manner.
• Create and manage electronic filing systems for Board meetings, Board Committee meetings, and Staff meetings.
• Develop Board surveys as necessary to obtain data.
• Attend community meetings as requested by Executive Director to speak for the Coalition
  
  

Community Outreach and Development

• Inventory and organize Coalition materials for community and development events as needed and requested (e.g., printing of copies, organizing packets, tablecloth, banner, swag).
• In collaboration with the Executive Director help plan, implement and follow up on Coalition events: staff retreat, donor events if applicable, annual meeting, Super Saturday, and organizational events.
• In collaboration with the Development Director help plan, implement, and follow up on major fundraising events.
• Organize and update volunteer recruiting and follow-up (service hours if appropriate) for Coalition events (e.g., Super Saturday, Dragon Boats, Organizational Fundraisers, etc).
• Organize and maintain intern area for volunteers and storage of Coalition materials.
• In collaboration with the Development Director support community communication including newsletters, email blasts, media event logistics and follow up.
  
  

Data Management

• Coordinate all checks and online donations with administrative team.
• Collect, enter, and manage all volunteer and donor data in database.
• Code data for retrieval and organization
• Retrieve and organize all volunteer and donor data as requested; coordinate with Finance for QuickBooks reports.
• Work with Development Director and Executive Director to manage donor communication including monitoring automatic/memberclicks communication, paper communication, donation letter card mailing.
• Work with Development Director to maintain and update website front and back end, including job postings, forms, news, and events.
  
  

Qualification Requirement

• High School Diploma with strong clerical and data entry experiences; Associate or Bachelor's Degree preferred
• Positive interpersonal skills and verbal communication skills; well-organized and motivated, able to work independently
• Ability to manage time, work without direct supervision, contribute to team atmosphere; competent with computer technology and software
• Ability to follow oral and written instructions and operate in collaborate environment
• Knowledge of principles and practices of organization administration, HR Policy and culture