Executive Assistant

Elmcor Youth & Adult Activities; United States; On-site; USD 50,000 - 80,000; Full time

Benefits offered by this job

Vacation days

Sick days

Floating holiday

401K with match

Medical benefits

Dental/vision

Gym access

Transit check

Life insurance

Public Service Loan Forgiveness

Job summary

Elmcor Youth & Adult Activities is seeking an Executive Assistant to the CEO to provide high-level operational and administrative support in a fast-paced environment. You will manage the CEO’s calendar, coordinate communications, and prepare presentations and meeting minutes.

You will oversee filing systems, organize events including the Annual Gala and other agency activities, and assist with outreach through flyers, email, and social media. A strong standard of confidentiality is required.

Qualifications

• Associate degree and 3–5 years of admin support to a senior executive.
• Excellent communication required. Background check clearance.
• Ability to maintain confidentiality and coordinate CEO calendar.

Responsibilities

• Coordinate CEO calendar and meetings.
• Prepare Executive level presentations and meeting minutes.
• Manage CEO emails, calls, and conference calls.
• Coordinate events including Annual Gala and agency events.
• Maintain organized filing system and data management.
• Assist in promoting events via flyers, email, and social media.

Skills

Communication

Organizational skills

Confidentiality

Education

Associate degree in communications, nonprofit management, human services, or related field

Tools

Microsoft Office

Data management software

Job description

Summary

This position is primarily responsible for providing high level operational, administrative and leadership support to the office of the Chief Executive Officer. They will be a highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced environment. Reports to the Executive Coordinator.

Job category- Exempt

Essential Duties and Responsibilities

Core duties and responsibilities include the following. Other duties may be assigned.

Administration

• Monitor organization projects to ensure deadlines are met.
• Serves as a primary point of coordination for the CEO's office, managing communications and ensuring timely follow up on executive matters.
• Answers and screens telephone calls in a professional and timely manner; takes accurate messages with a high degree of professionalism and courtesy; arranges conference calls.
• Manages mail coming in and going out from the Executive Director’s office
• Establish and maintain an organized filing system; files correspondence and other records.
• Assist in coordinating the CEO’s calendar; confirming meetings and appointments.
• Schedule meetings and book conference rooms as required.
• Performs general clerical duties including but not limited to photocopying, scanning, faxing, and mailing.
• Uphold a strict level of confidentiality
• Update the Data Management Software with new subscribers and manage existing subscribers
• Assist in the coordination of special events managed from the office of the CEO including the Annual Gala, Corporate events and Agency participated events
• Prepares Executive level Presentations and meeting minutes
• Promote events through flyers via email, e-blast and social media portals: Agency Website, Facebook, Instagram and Twitter.
• Performs other related duties as assigned by the CEO.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skills and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

• The Executive Assistant should have a minimum of an Associates Degree in communication, nonprofit management, human services, or other related field; three to five years work experience in positions related to providing administrative support to a senior level executive of a corporation; Excellent communication required. Must successfully complete a criminal background check, obtain clearance from the Office of Children and Family Services.

BENEFITS:

• 15 Vacation Days
• 12 Sick Days (3 per quarter)
• Floating Holiday 1 annually
• 401K retirement plan with 3% match after 90 days of employment
• Medical Benefits after 30 days of employment with Cigna
• Dental/Vision eligible after 90 days of employment
• Access to Gym/Weight Room
• Access to Boxing Ring
• Short Term Disability
• Life, Accidental Insurance available through Aflac
• Transit Check for commuting expenses
• Legal Shield for legal services
• Public Service Loan Forgiveness (PSLF) participant

M-F 10AM - 6PM