Executive Assistant
16 days ago
New Haven
Job DescriptionDescription: Essential Functions • Supports the Executive Director (ED) in meeting duties and responsibilities, and managing the Executive office, • Works collaboratively with all members of the management team in meeting the mission and vision of the organization, • Serves as a leader in the organization and positively contributes to the workplace climate, • Screen and prioritize emails, phone calls, and other communications on behalf of the ED or governing bodies, ensuring timely follow-through, • Draft, proofread, and edit correspondence, reports, and other documents, • Receives the ED 's telephone calls, and arranges meetings, • Maintains ED’s calendar, scheduling meetings, coordinating events and making appointments, • Assists with grant writing and preparation of grant applications as needed, • Reads, records and routes incoming mail, • Organizes and maintains file system, and files correspondence and other records, • Arranges and coordinates travel schedules and reservations of the ED, • Arranges meetings and sends correspondence on behalf of ED, • Prepares outgoing mail, memos and correspondence, • Works with management in supply orders, and arranges for equipment maintenance, • Participates in program strategic planning and self-assessment processes, • Coordinates and arranges meetings and staff events, including developing agendas, reserves and prepares facilities, and records and transcribes minutes of meetings, • Attends Board of Directors and Policy Committee meetings monthly and other special scheduled meetings (after hours), • Works with the Board of Directors as needed, including preparing meeting minutes, collecting votes and scheduling meetings, • Maintain confidential files and records with discretion and accuracy, • Monitor deadlines, follow up on assigned tasks, and ensure timely completion of projects, • Assists in special projects on behalf the the ED, • May be required to support virtual or offsite events, • Communicates with staff and the public in the areas of program updates, policies, and procedure changes with internal software services, the internet and social media, • May serve as a liaison between program agency, board, grantee, policy groups, community agencies, and private sector, • Develops and coordinates an administrative organization plan which delegates staff tasks, maintains line of authority and provide for channels of communication, • Receives and maintains contracts, partnership agreements, and interagency agreements, • Researches and prepare reports and materials for presentations, • Develops and maintains documents filing and retrieval system for organizational correspondences and records; Maintains company documents and keeps them up to date, • Prepare, review and process documents, agreements and procurement bids requested by the ED, • Works with the fiscal department to maintain fiscal internal controls for checks and invoices, • Assists in the development of annual report, • Reviews and adheres to all program regulations, including the Head Start Performance Standards and childcare licensing requirements, • Additional responsibilities as required Requirements: Required Education, Experience & Skills • Bachelor’s Degree in communication or related field, • Experience working in an office setting. Minimum of 7 years, • Experience working directly for a Supervisor, Manager or Director. Minimum of 5 years, • Proficiency in Google and Microsoft software applications, and other commonly used software, • Knowledge of and ability to effectively utilize the internet and social media platforms, • Ability to take initiative, prioritize, multi-task and manage multiple projects simultaneously, • Experience in non-profits preferred