Executive Assistant

Position Function:

Will provide administrative, clerical, secretarial and computer support to the Chief Executive Officer and Chief Financial Officer. 

Working Conditions:

Sitting long periods of time at computer station and telephone calls. Phone etiquette and correct usage of grammar.

Exposure to Confidential Information:

Maintain confidentiality & follow policies related to Chief Executive Officer/Chief Financial Officer activities, personnel records & client records.

Key Expectations/Responsibilities:

Interfacing:

· Receives incoming calls when needed.

· Greets guests and informs the CEO/CFO of their appointments.

· Schedule and coordinate meetings for CEO/CFO as needed and maintain CO/CFO calendar.

· Attend meetings as needed to provide administrative support.

Organization:

· Maintain current and accurate files for key stakeholder meetings.

· Keep documents, notes, and reports from various projects in an orderly and organized fashion so that they can access information quickly and easily.

· Track lists of assignments and complete assignments quickly and accurately.

· Follow a specific schedule of notifications and communication for board meetings.

Communication:

· Record minutes from meetings and document minutes clearly and accurately with good grammar and punctuation.

· Communicate by telephone in a professional and courteous manner with incoming callers. 

· Communicate by email in a professional and courteous manner using good grammar and punctuation.

· Deal effectively with Chief Executive Officer, Chief Financial Officer Community Leaders, and stakeholders. 

· Develop relationships with partner organizations and other SSCC staff and perform duties they request as approved by the Chief Executive Officer.

· Discuss work activities to ensure coordinated efforts and reduced duplication.

· Represent the OCOK staff and partner organizations in a professional and friendly manner.

Support:

· Help the CEO/CFO perform their duties in an organized and successful manner.

· Support Directors with special projects and assignments.

· Relieve front desk for lunch, breaks, and PTO days as needed.

· Maintain files for the CEO/CFO.

Other General Duties:

· Attend key stakeholder committee meetings when requested and transcribe meeting minutes.

· Complete all assigned tasks accurately and thoroughly.

· Make sure that supplies are available the day before each meeting.

· Order food for meetings.

Professional development:

· Attend training seminars necessary to expand knowledge and in-depth training in regard to position.

· Communicate regularly with supervisor and seek supervision when appropriate.

#OCOK1

Education Requirements:

Bachelor’s degree preferred and excellent computer skills including Microsoft Office. 

Experience Requirements:

Five or more years of professional experience in administration, preferably as an Executive Administrative Assistant.

Functional Requirements:

Must demonstrate professional, organizational, analytical and communication skills. Demonstrate ability to manage internal and external relationships with a diverse group of stakeholders. Incumbent should have excellent oral and written communication skills, using professional language, good grammar, and courteous style. Must be highly organized in performing multiple tasks and organizing multiple documents and information sources. The job requires sensitivity to the service population’s cultural and socioeconomic characteristics. 

Must demonstrate proficiency with Microsoft Word, Windows, and PowerPoint. Blackbaud Raisers Edge expertise, preferred. Ability to work all office equipment and sit in front of a computer terminal for a long period of time.

Assist the Chief Executive Officer and Chief Financial Officer with their responsibilities for overseeing organizational activities, and interactions with the community. Assist with partnering meetings as requested by SSCC Directors and approved by Chief Executive Officer.