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Form of workSNAP is seeking a qualified individual for an Administrative Assistant to CEO/COO/CAO position to work in SNAP’s Mission Support Core.
Position Summary:The Administrative Assistant to the CEO/COO/CAO position is a multi-faceted high demand job providing administrative support for CEO/COO/CAO, Executive Team, SNAP, and SNAP Financial Access Board of Directors. Working in a priority-changing, complex environment, this essential team player will be a highly-skilled, experienced administrative professional with proven organizational as well as excellent verbal and written communication skills.
Principle Duties and Responsibilities:
- Provide administrative support to CEO, COO, and CAO. Also, as directed, support other members of the Executive Team, including tasks such as assisting with correspondence, meeting/calendar coordination, minute taking, maintenance of records, filing, purchasing, Coordinate meeting room logistics, and travel arrangements.
- Deliver administrative support for the SNAP and SNAP Financial Access Board of Directors. This includes items such as: the preparation of materials for SNAP/SFA Board and Board Executive Committee meetings, transcribing meeting minutes, maintenance of board rosters, member files, board website updates, board reports, monthly meeting reminder cards, board orientation materials and maintenance of board record/books. Prepare annual board calendar and scheduling. Coordinate board meeting room setup, meals, and other meeting logistics.
- Serve as an administrative interface contact between SNAP and SFA Boards and Board Executive Committees and staff. Represents SNAP as an ambassador to clients, guests, community, Board, and committee members.
- Server as a Safety Logistical Coordinator in times of emergency, providing support and assistance to CEO/COO.
- Maintain SNAP, SFA, and other affiliated corporate documents and signature logs.
- Work with Administrative Operation Specialist and Fiscal Director to obtain Board Planning, Finance and Communications and Fundraising committee meeting materials for SNAP and SFA Board books.
- Provide research and analysis on limited scope projects for CEO and members of the Executive Leadership Team.
- Provide support to Administrative Manager and backup coverage for the Administrative Operations Specialist, Information Specialist, and supervision of office administrative staff in their absence.
- Work with coworkers and volunteers to promote a positive, respectful, and productive working environment, while protecting client confidentiality and dignity.
- Within the context of the stated principal job duties, serve as ambassador of SNAP’s mission and values.
- Completes assigned projects and performs related duties as needed or situation dictates.
- Provides excellent customer service at all times as well as helps to grow the customer service culture within the agency.
Requirements:
Education and Experience
- Required:
AA degree with three years of executive assistant or other relevant administrative support experience, or some combination of education and experience totaling 5 years including at least 1 year of supervisory experience.
- Preferred:
BA degree with 3 years administrative support experience, or some combination of education and experience totaling 7 years including at least 2 years of supervisory experience
Knowledge, Skills, and Abilities- Exceptional interpersonal skills with emphasis on effectively working in a team environment with input/direction from multiple interests.
- Capability to maintain records in an organized easily accessible manner.
- Ability to maintain confidentiality.
- Ability to remain organized focused and resolved to lessen tensions among shifting and potentially conflicting priorities.
- Self-starter and ability to follow through on tasks begun.
- A proactive approach to problem solving with strong decision-making skills.
- Maintain a sense of humor, compassion and patience.
- Ability to make travel arrangement, write purchase orders and complete forms in an accurate and complete manner.
- Highly skilled meeting minute taking and maintenance of corporate records.
- Proficient in computer operations with in-depth understanding of entire MS Office suite, including database; with an aptitude and ability to learn related technical skills.
- Ability to compose accurate, grammatically correct, professional business correspondence.
- Ability to provide supervision of administrative work team.
- Aptitude to empathize with and advocate for individuals with diverse backgrounds and needs, including those from low-income households
- Valid drivers license, satisfactory driving record, personal vehicle and insurance for Agency business (mileage reimbursed)
Work Environment/Physical Activities:
Work is conducted in an office environment, in a central office location that can be highly stressful at times. Some lifting of office materials and deliveries may be required. The position may require dealing with difficult people, sometimes in crisis situations. Local travel during periods of inclement weather may be necessary.
The statements contained herein describe the scope of the responsibility and essential functions of this position but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload.
