Executive Assistant

Position Title:Executive Assistant

Department: Administration

Position reports to: CEO

Status: Salaried/Exempt

Position Summary:

This individual will report directly to the CEO and administrative support to the Board of Directors. Provide administrative and business operations support which includes but is not limited to scheduling, typing, answering phones, copying and other business processes such as: policies and procedures (including handling sensitive and confidential information). From time to time, they may be requested to assist managers on a specific project.

Responsibilities:

• Assist the Chief Executive Officer in the timely management of all written, telephone, e-mail, and voicemail communication with a variety of constituents.
• Compose letters, memos and statements that are representative of CMOAR’s, plans, and policies, tracking responses and following up when necessary.
• Be responsible for heavy calendar management, requiring interaction with both internal and external constituents, including staff, volunteers, other social service providers, donors, government officials, and members of the Board of Directors.
• Monitor CEO’s electronic and "snail" mail and prioritize for his review and follow-up on them when directed.
• Assist CEO with development of materials for presentations.
• Organize and attend all meetings of the Board of Directors and the Executive Staff, take notes, minutes, and assist with presentation of materials.
• Oversees development of Board packets for a variety of Board meetings.
• Establish and maintain productive appropriately professional relationships with internal and external constituents with whom the CEO has contact.
• Coordinate and arrange meetings (internal as well as external), prepare agendas, make seminar, travel and lodging reservations, and record and transcribe minutes of meetings.
• Maintain file of all grants and grant applications, programmatic contracts, etc.
• Make telephone contact with outside parties as requested by supervisor.
• Performs customer service functions by answering employee requests and questions.
• Other related projects assigned duties by CEO.

Qualifications/Requirements:

• A bachelor's degree in Business, Human Resources and/or a related field. Minimum of two years in an administrative role; verifiable work experience may be substituted for college level education.
• 3 - 5 years of significant assistant experience supporting Executive capacities.
• Ability and willingness to work evenings and/or weekends, and if necessary be flexible with hours.
• Proficiency in Microsoft Office, Word & Excel a must
• Bilingual (English/Spanish) required; excellent writing skills
• Excellent organization skills for self and others
• Must have the ability to organize and manage multiple priorities and projects. Exceptional organizational skills.
• Great interpersonal skills; pleasant and professional telephone manners and voice
• Ability to handle and maintain confidential issues
• Must be detail-oriented and possess excellent problem-solving skills.
• Must be able to work independently with minimal supervision.
• Must have access to reliable personal transportation, current valid driver's license and good driving record.
• Experience working with board members, committees, staff, and volunteers; ability to interact comfortably with diverse populations.