Administrative Assistant to the Executive Director

Job Summary

The Administrative Assistant to the Executive Director provides high-level administrative support, ensuring the efficient operation of the executive office. This role involves managing schedules, handling correspondence, preparing documents, and coordinating meetings, while maintaining confidentiality and professionalism.

Key Responsibilities

• Executive Support: Assist the Executive Director with daily administrative tasks, including managing calendars, scheduling appointments, and organizing meetings.
• Communication: Handle incoming and outgoing correspondence, including emails, phone calls, and mail. Prepare and draft communications on behalf of the Executive Director.
• Document Preparation: Prepare, proofread, and edit documents, reports, presentations, and meeting agendas.
• Meeting Coordination: Organize and coordinate meetings, including preparing materials, taking minutes, and following up on action items.
• Travel Arrangements: Arrange travel, accommodations, and itineraries for the Executive Director and other staff as needed.
• Event Planning: Assist in planning and coordinating events, conferences, and board meetings.
• File Management: Maintain organized and up-to-date electronic and paper filing systems.
• Office Management: Order and manage office supplies, equipment, and maintenance needs.
• Special Projects: Assist with special projects and initiatives as assigned by the Executive Director.
• Confidentiality: Handle sensitive information with the utmost discretion and confidentiality.
• Stakeholder Relations: Build and maintain positive relationships with internal and external stakeholders, including board members, staff, partners, and donors.
• Administrative Support: Provide general administrative support to the Executive Director and other senior staff as needed.

Qualifications

• Education: High school diploma or equivalent. An associate degree or higher in business administration or a related field is preferred.
• Experience: 3-5 years of administrative experience, preferably supporting senior executives or in a non-profit setting.
• Skills: Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). Strong organizational, time-management, and multitasking skills.
• Competencies: Excellent written and verbal communication skills, strong attention to detail, ability to work independently and as part of a team, high level of professionalism, and ability to maintain confidentiality.

Working Conditions

• Environment: Office setting with potential for occasional remote work.
• Hours: Full-time, Monday to Friday, with standard business hours. Some overtime may be required based on the Executive Director's schedule and organizational needs.

Equal Opportunity Employer: Push for Prosperity is an equal opportunity employer and considers reasonable accommodations for individuals with disabilities.

Application Process: If interested, please submit your resume and salary requirements to hr@pushforproserity.org. Two professional references required from employers in the last three months. Please put in the subject line: Push Job Opportunity Submission Candidate – Administrative Assistant

For more information about our firm, visit Push for Prosperity.