Duties + Responsibilities for Executive Assistant
Completes a broad variety of administrative tasks for the Administrative Team including:
– Managing an extremely active calendar of appointments.
– Completing expense reports.
– Composing and preparing correspondence that is sometimes confidential.
– Arranging complex and detailed meetings, events, itineraries, and agendas.
– Compiling documents for related meetings and events: plans, coordinates, and ensures that the Executive Director’s, Director of Administration’s, Associate Director of Development’s, and other Administrative Team members’ schedules are followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the Administrative Team’s time and offices.
– Communicates directly and on behalf of the Executive Director, Administrative Team with Volunteers, Facilitators, beneficiaries, and partners.
– Maintains contact information and various administrative databases.
– Manages administrative files and the organizational library.
– Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Administrative Team and overall ASC Team, including those of a sensitive or confidential nature; determines appropriate course of action, referral, or response.
– Provides a bridge for smooth communication between the ASC team and the public, demonstrating leadership to maintain credibility, trust, and support internally and externally.
– Works closely and effectively with the Administrative Team to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the Administrative Team updated.
– Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Administrative Team, some of which may have organizational impact.
– Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the Executive Director’s ability to effectively lead the ASC.
– Prioritizes conflicting needs, handles matters expeditiously and proactively, and follows through on projects to successful completion, often with deadline pressures.
– Makes sure all communication channels including phone lines, social media accounts, website, and other media platforms are updated and responsive.