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Form of workJob Description
Executive Assistant- Non-profit Organization
Open Ended Contract; $24.00-$28.85 per hour (DOE)
Monday-Friday, 8:00am-5:00pm
Columbus, Ohio (onsite)
What you’ll be doing:
- Provides professional support to the President and CEO, Associate Director, and Director of Programs & Planning
- Schedule meetings upon request, prepare for all meetings involving the ED, AD, and DPP by gathering and coordinating meeting materials, sort and prioritize incoming mail/materials daily
- Coordinate annual Board of Trustees Conflict of Interest process and update master conflict of interest spreadsheet
- Provide administrative support for all Finance & Audit Committee activities, including scheduling meetings, preparing packets for distribution one week before meetings, and communicating with members
- Coordinate preparation of ED’s annual organizational assessment to the board of trustees
- Manage travel arrangements as requested, including registration for conferences, hotel reservations, reimbursement from external organizations, and corporate card reconciliation, and prepare travel expense reports
- Reconcile ED and DPP corporate card charges monthly
- Provide primary clerical and administrative support as requested, including document and spreadsheet creation, filing, and written correspondence
- Coordinate planning for staff vacations quarterly to support adequate and effective agency operations
- Coordinate and track all staff external training opportunities as directed by ED including anti-racist training and book clubs
- Plan and prepare materials for staff appreciation events including quarterly Cheers Luncheon, picnics, evening and weekend get-togethers
- Create posting and post all open staff positions on appropriate websites and distribute via email to diverse organizations and website(s) per policy and procedure
- Consult with the hiring director regarding questions for phone and in-person interviews as well as testing
- Respond to requests for technical assistance regarding CSB’s infrastructure and model programs. Coordinate with the leadership team to develop and provide technical assistance when possible. Other duties as needed, such as providing backup support for front desk coverage
- Act as a notary public for ED, AD, and other directors in the organization
Who we’re looking for:
- Ability to uphold a strict level of confidentiality
- Can make decisions in a timely manner, sometimes with incomplete information and under tight deadlines and pressure
- Effective planner to accurately scope out length and difficulty of projects; develop schedules and assignments
- Can compose correspondence dealing with issues and subject matter in ways that require considerable sensitivity, discretion, judgment, or negotiation in replying to inquiries, and/or presenting or requesting information
- Skilled in Microsoft Windows, Outlook, Office, Excel, and Internet
- Excellent communication skills, both oral and written
- Exceptional time management skills and ability to complete projects on time and within budget
- Bachelor’s degree or comparable experience preferred
- 3-5 years experience as an Executive Assistant required
- Experience working in a not-for-profit setting is strongly preferred
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