Executive Assistant
Title: Executive Assistant
Department: Finance & Administration
Reports to: Chief Operating Officer
Position Summary:
The Executive Assistant provides administrative services, some of a confidential nature, to the Chief Operating Officer and to the Finance and Administration (F&A) department. Lead of Support Staff team and Power User team, with three direct reports.
Primary Responsibilities:
• Assists Chief Operating Officer (COO) in maintaining calendar of meetings, conference calls, travel arrangements, filing and recordkeeping. Ensures in the COO’s absence, that all requests for action and information are handled in a timely manner.
• Acting on behalf of the COO, makes and receives calls for the COO’s office, making decisions based on a high level of judgment and knowledge of operations.
• Interacts with volunteers, staff and other audiences on behalf of the COO.
• Responsible for all logistics (meetings, agendas, minutes, documentation) associated with the Finance & Audit Committees.
• Extensive contact with staff and volunteers at all levels of the organization.
• Supervises F&A Administrative Assistant, Receptionist, and Scanner positions, including development of people in positions.
• Oversees all organizational surveys.
• Responsible for Finance and Administration metrics, scorecards, and departmental meetings and reports
• Acts as lead for Support Staff (administrative staff) in managing team and helping to create common practices and process daily work. Includes improvement of group efficiency and process for the administrative function as a whole.
• Acts as lead for Power Users in managing team, helping to create efficient processes, and developing Power Users skills to provide electronic system support for staff throughout the organization.
• Responsible for overseeing/establishing efficient department and organizational policies/processes as needed. Examples include but are not limited to:
* Vendor management and contracts
* Travel
* Organization subscriptions
* United Way printed materials
* Direct mail and thank you letters
* Meeting room
* Organizational property lists, as well as all company assigned assets
* Department records
• Develops department correspondence as needed (presentations, spreadsheets, documents).
• Leads projects and performs analysis as requested by COO
• Performs other projects and duties as requested.
Skills & Abilities Requirements:
• Bachelor’s degree strongly preferred, with a minimum of three years experience in an Executive Administrative role in a professional office environment. The right combination of education and/or relevant experience may be substituted in lieu of degree requirements.
• Superior organizational, interpersonal, written, and oral communications skills.
• Demonstrated ability to work and function with confidential information and data.
• Minimum of one year, prefer at least three years of prior supervisory experience
• Detail oriented.
• Ability to work with ambiguity and under tight schedules.
• Demonstrated ability to work and function with confidential information and data.
• Good team player, energetic with positive attitude required.
• High level of integrity and ethics.
• Minute taking experience desired.
• Advanced understanding and experience in a variety of computer applications, including use of the Internet and MS Office, specifically Outlook, Word, Excel, and PowerPoint. Proven comfort level with learning new software applications and systems as necessary.
• Analytical skills
• Project management skills
• Multi-tasking, initiative, ability to work independently and set priorities a must.
• Good team player, energetic and positive attitude required.
Other Requirements:
• Valid Arizona driver’s license, proof of auto insurance coverage, daily access to personal vehicle.
• Ability to work hours outside of 8:00 a.m. – 5:00 p.m. workday.
• Familiarity with philanthropic and non-profit sector helpful but not required.
Professional demeanor and appearance a must.
Resume & Cover Letter Submission:
Submit your resume to staffing@vsuw.org. Please attach your information as an MS Word document, PDF file or plain text document. Please no phone inquiries. Please submit information no later than Friday, September 16, 2011. VSUW is an E.O.E.
