Executive Assistant/Office Manager

Job/Position Title: Executive Assistant/Office Manager
Reports to: President & CEO
Classification: Full time - hybrid in office Tues & Thurs

JOB DESCRIPTION: The Executive Assistant/Office Manager provides administrative support to the President & CEO managing appointments and development support, among other duties. The position also provides support to other members of the senior leadership team when needed.

JOB DUTIES AND RESPONSIBILITIES:

Executive, Board and Leadership Support

• Acts as Assistant to the CEO and at times, provides support to the senior leadership team.
• Executes a wide range of administrative support tasks; schedule and manage CEO’s calendar; tracks and prepares mileage and expense report, preparation of meeting documents to include PowerPoints and meeting minutes.
• Coordinate staff meetings, retreats, and recognition.
• Serves as a primary liaison to the Board of Directors including scheduling, communicating, and coordinating Board and Board committee meetings, compiling and editing email communications to the Board (I.e. Friday Focus) maintaining/updating Board committee assignments.
• Always maintains a professional presence and rapport in interactions by phone or in person, in the face of rapidly changing circumstances, with Board members, volunteers, donors, teachers, partners, staff, and the community at large
• Handles delicate and confidential information with professionalism.
• Schedule's school observations for board members, donors, and partners
• Supports CEO with employee recognition, administrative forms: birthdays, anniversaries, Board/ staff list, hiring/on-boarding duties, etc. Assists CEO on special projects and internal event support as needed.
• Support special constituent committees as needed, such as Young Professionals Board.
• Collect timesheets from staff on a bi-weekly basis, scan and send for approval.
• Onboards new employees through HR system.
• Orders office supplies, maintenance of office equipment
• Checks mail and makes remote deposits
• Helps development department with event support, communications, etc.
• Attends/volunteers at SHARP events.
• Performs other duties and assumes additional responsibilities as assigned.

QUALIFICATIONS:

• A commitment to and passion for SHARP’s mission. Maintain a high degree of confidentiality.
• Bachelor of Arts or Science Degree required. Previous non-profit and executive level administrative support experience desired.
• Outstanding customer service skills required to ensure our goal to meet and exceed expectations. The ability to work effectively with diverse groups successfully in a fast-paced, collaborative, team-oriented organization is essential as is the ability to handle confidential information.
• Knowledge of Microsoft Office programs and general office equipment desired.
• Positive, self-motivated, creative problem-solving team player who is a detail-oriented, highly organized, caring professional with excellent written, oral, organizational and interpersonal skills. Ability to prioritize and manage multiple responsibilities at a time with minimal supervision is essential.
• Must have a valid driver’s license, reliable transportation and be willing to work evening and weekend hours as needed.