Executive Administrative Assistant
Reports to: Executive Director
Provides comprehensive supports to the Leadership Team in executing the mission and vision of the organization. Assists, coordinates, and supports Leadership Team members in operationalizing various department functions for the following programs: HOPES/Resource Center, Fund Development, Fiscal, Childhood Development, and Homelessness Prevention. Other programs may be added as the agency grows with community needs.
Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.
- Provide Hospitality to all guests of the agency through answering main phone line and greeting them at the Administrative Office.
- Serves as a Point of Contact for internal and external constituencies for agency business including donors, funders, licensing entities, and others.
- Calendar management will include scheduling internal and external meetings with employees, funders, donors, board members, etc.
- Attendance and Management of Leadership Meetings: taking minutes, distributing the minutes in a timely manner and then ensuring follow-up of assigned tasks are completed on-time and within budget.
- Coordinate Office Functions such as room reservations, replenishing office materials, maintain filing system, manage daily mail, etc.
- Invest in Relationships with employees and constituents through sending life event cards (birthday and anniversary, etc.)
- Act as the Gateway to the Leadership Team to secure community speaking engagements.
- Plan and execute special events for the Agency as well as supporting fundraising and community outreach efforts.
- Act as an Assistant Project Manager for tasks related to accreditations, licensure, and other large-scale project the agency undertakes.
- Manage all databases and contact lists for department (email, direct mail campaigns, special events press and community outreach events).
- Send donor correspondence, records financial gifts, sends thank-you cards, and prepares year-end donation summary statements.
- Maintains all art and image files for the brand book, new signage, and print projects.
- Assists with social media content, creates, and posts on Facebook, online promotions and tracks key performance of social media channels.
- Maintains current and relevant information on Crittenton Center website with approved content.
- Tracks financial and large in-kind donations.
- Reconciliates monthly donations utilizing Salesforce and QuickBooks program.
- Responsible for accurate tracking of Shelter and Supervised Apartment Living census; recording payments; preparing invoices; performing reconciliations between systems.
- Prepares Daily Cash Log: this will include check copies, Sales Force, etc. per procedure.
- Provides statistic tracking for programs within the agency.
- Prepares and completes intake files and folders for SAL program.
- Other duties as assigned.
- Verbal and Written Communication Proficiency
- Collaboration Skills
- Ethical Conduct
- Time Management
- Customer Service Proficiency
- Proficient in Office Suite
This position has no supervisory responsibilities.
This job operates in an office environment. The role requires the ability to sit and concentrate for prolonged periods of time. This role also routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands and fingers to handle, or feel objects, tools, or controls; reach with hands and arms; balance; stoop, kneel, crouch or crawl; talk or hear; and taste or smell. The employee must occasionally lift or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
Position Type/Expected Hours of Work
This is full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5:00 p.m. with occasional nights and weekends. This position may require overtime.
Travel is primarily local during the business day.
Required Education and Experience
To perform this job successfully, an individual must be able to perform each essential functions satisfactorily and meet Crittenton Center’s competency standards.
A Criminal Background Check, Abuse check, Motor Vehicle check, as well as a pre-employment physical are required.
Preferred Education and Experience
Associates Degree or Bachelor’s Degree in journalism, communications, business or related field preferred and/or 1-3 years progressively relevant work experience in a nonprofit, marketing and/or business field. Recent graduates who have completed a relevant internship are highly desirable.
Certificates, Licenses, Registration
- A valid driver’s license and a driving record sufficient to qualify for agency automobile coverage, which includes a minimum of two years driving experience with a permanent driver’s license.
Equal Opportunity and Commitment to Diversity
The Crittenton Center provides equal employment opportunities to all employees and applicants for employment without regard to race, color, ancestry, national origin, gender, sexual orientation, marital status, religion, age, disability, gender identity, results of genetic testing, or service in the military. Equal employment opportunity applies to all terms and conditions of employment, including hiring, placement, promotion, termination, layoff, recall, transfer, leave of absence, compensation, and training.
The Crittenton Center expressly prohibits any form of unlawful employee harassment or discrimination based on any of the characteristics mentioned above. Improper interference with the ability of other employees to perform their expected job duties is absolutely not tolerated.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
The Crittenton Center is an equal opportunity employer and complies with all applicable discrimination laws. The Crittenton Center will recruit, hire, train, and promote individuals without regard to race, religion, color, creed, sex (except where sex is a bona fide occupational qualification), age, national origin, disability (except where physical or mental abilities are a bona fide occupational qualification), sexual orientation, marital status, or political affiliation.
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