Executive Administrative Support
3 days ago
Indianapolis
Job Description POSITION SUMMARY To provide administrative support to the Executive Leadership Team and Board of Directors and is responsible for a wide range of activities, including preparing and/or editing documents, such as expense reports, memos and contracts, creating and updating spreadsheets, managing databases, preparing presentations, coordinating meetings, and ordering supplies. SUPERVISORY RESPONSIBILITIES Reception SPECIFIC DUTIES & RESPONSIBILITIES 1) Coordinate meetings for Executive Team members including creating meeting agendas, securing/scheduling meeting rooms/venues, arranging for snacks/meals, set up/breakdown, and recording meeting minutes/notes. 2. Coordinate travel for meetings, trainings/conferences, and events including arranging for airfare, hotel accommodations, and ground transportation., 3. Compose, type, and process letters, memoranda, reports and other documents for the Executive Team and Board of Directors., 4. Coordinate Board of Directors communications and preparation of meetings including preparing agendas, meeting minutes, materials, and mailings, and the bi-monthly distribution of Board meeting packets. Manage document retention of Board documents., 5. Manage internal staff snack store including ordering and stocking snack inventory, collecting payment for store sales, and submitting required sales information and documents to the Finance Department., 6. Organize and coordinate purchasing of janitorial and office supplies for the agency as a whole., 7. Sort and weigh out-going mail, affix appropriate postage using postage meter, and transport mail to receptacle for delivery, as needed., 8. Maintain organized files and records for the Executive Team and assist with filing and retaining a centralized paperless administrative filing system., 9. Assist the HR Director in populating job postings to the agency’s website and other platforms., 10. Assist the Resource Development Department in planning and coordination of events and the recording of donations and individual contributions in the agency’s customer relationship management system., 11. Manage the calendar and maintain a schedule for all meetings/activities occurring in agency conference and training rooms. POSITION REQUIREMENTS Associate degree in business administration or equivalent and/or two to four years’ administrative experience. Proficient skills in MS Office products including Word, Excel, PowerPoint, Access, SharePoint, and Outlook. Ability to exercise sound judgment in maintaining confidentiality of accounting and administrative information. Ability to develop, interpret and apply policies, procedures, and guidelines. Ability to excel in a cross-functional work environment and effectively collaborate with staff at various levels of management. Knowledge of general office practices and procedures. Valid Driver’s License and reliable transportation. INDEPENDENT ACTIONS AND JUDGMENT: Actions are controlled by Community Action policies and procedures, and by-laws governing non-profit organizations. Work with information of a confidential nature. WORKING RELATIONSHIP Work with all levels of management, Community Action personnel, and general public. Position demands high levels of courtesy, diplomacy, and tact. WORKING CONDITIONS Work is performed in a standard office environment. May be required to work, beyond regular office hours to meet deadlines and the needs of the population the agency serves. May be required to travel to and from the central office to satellite office locations/program sites. Required to stand, walk and sit; talk or hear, both in person and by telephone; use hands to finger, handle or feel objects or controls; reach with hands and arms. Must be able to lift up to 15 lbs Company DescriptionCommunity Action of Greater Indianapolis, Inc. (CAGI) is a nonprofit organization dedicated to the reduction and ultimate elimination of poverty among the clients in its service area. Currently, we served more than 40,000 households and 100,000 residents of Boone, Hamilton, Hendricks, Marion and Tipton Counties in Indiana. CAGI has pursued its mission since its incorporation in 1965, and the constellation of services we provide has grown and evolved as the shape and face of poverty has changed and the needs of our clients have changed. We are proud to be among the more than 1,000 Community Action Agencies in the country striving to achieve such outcomes for our constituents.Community Action of Greater Indianapolis, Inc. (CAGI) is a nonprofit organization dedicated to the reduction and ultimate elimination of poverty among the clients in its service area. Currently, we served more than 40,000 households and 100,000 residents of Boone, Hamilton, Hendricks, Marion and Tipton Counties in Indiana. CAGI has pursued its mission since its incorporation in 1965, and the constellation of services we provide has grown and evolved as the shape and face of poverty has changed and the needs of our clients have changed. We are proud to be among the more than 1,000 Community Action Agencies in the country striving to achieve such outcomes for our constituents.