Administrative Assistant

ORGANIZATION: VEAP

POSITION TITLE: Administrative Assistant

TYPE: Full Time 

SALARY: $30.77 - $34.61

POSITION OBJECTIVE: 

The Executive Assistant will provide administrative support to the CEO.  This highly organized, resourceful, and action-oriented individual will play an instrumental role managing  both internal and external communications, creating and preparing presentations, coordinating meetings and other executive level events, tracking and monitoring organizational planning sessions while managing and prioritizing the CEO’s daily schedule.  Additionally, the Executive Assistant will provide assistance to other leaders across the organization including the HR Director with creating employee correspondence, assembling packets, coordinating meetings and providing other administrative support as needed.

POSITION RESPONSIBILITIES:

• Manage CEO calendar independently prioritizing, coordinating, and scheduling appointments, activities, and meetings.  Balance competing priorities such as meeting and schedule changes to accommodate changing situations.
• Assist the CEO with preparing correspondence to include drafting memos and letters for stakeholders, compiling reports, creating and preparing presentations, assembling and mailing monthly Board packets and donor packets, and drafting internal employee communication for the HR Director.
• Respond to and prioritize various inquiries and requests from stakeholders and staff, ensure timely follow-up of phone calls, e-mails, and other inquiries, cultivate and maintain strong working relationships with various stakeholders and leadership across the organization.
• Coordinate meetings with the BOD and other stakeholders preparing agendas, organizing catering and meeting space, assembling and disseminating meeting packets, uploading information to the Board portal, and record meeting minutes.
• Coordinate staff meetings to include benefits, quarterly staff meetings, retreats, preparing meeting space, assisting with the agenda, recording meeting minutes, and arranging the catering as needed.
• Participate in organizational planning sessions creating, preparing, and updating dashboards/trackers for the CEO and other department leaders to track the organization’s progress against its strategic goals.
• Assist the HR Director with open enrollment, coordinating safety training and drills, and managing IT tickets and projects.
• Assist the leadership team with travel logistics and other tasks as needed.
• Other duties as assigned.

EDUCATION AND EXPERIENCE:
Required: 

• Associate’s degree in a related field with 2 years of experience or an equivalent combination of related education and administrative experience to equal six years.
• Experience working with both computer hardware and software with proven ability to troubleshoot technical issues.
• Proficient with Microsoft products to include Word, Excel, PowerPoint, and Outlook.
• Highly organized, self-starter with proven experience managing calendars and multiple competing priorities while balancing the needs of various stakeholders.
• Proven ability to provide skilled administrative support to management in a professional manner, while creating a welcoming environment for all stakeholders.
• Strong interpersonal, both oral and written communication skills demonstrating the ability to work collaboratively with diverse audiences.
• Demonstrated ability to make decisions within the scope of authority.
• Experience and demonstrated ability working with confidential information.

Preferred:

NA