Executive Assistant/Front Office Back up

Job Title: Executive Assistant/Front Desk Support

Reports To: CEO

FLSA Status: Full-time, Non-exempt, Regular

Department: Administrative

Job Classification: 2 – Program Assistant

SUMMARY

This job is responsible for providing expert direct administrative support of a highly complex and responsible nature to the Chief Executive Officer and serves as the staff liaison to the Board of Directors. The incumbent also provides administrative support in the form of scheduling appointments for our Deputy Director. Responsibilities are broad in scope, carried out with significant independence, judgment and accountability and require a high degree of professionalism, discretion, confidentiality, diplomacy, and awareness of organizational and strategic issues and sensitivities.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Welcomes all guests and clients to the YWCA in a professional, friendly and hospitable manner and facilitates their check in; helps them navigate to the appropriate person or area.
• Provides executive administrative support to the CEO, such as managing and maintaining the calendar, appointments, and travel arrangements, arranging, and coordinating meetings, and/or editing correspondence, communications, presentations, and other documents, i.e. expense reports and reimbursement requests.
• Oversee logistics/coordinates special events and fundraisers, including scheduling, invitations, creating agendas, preparing materials (such as presentations and reports), setting up A/V, and taking/preparing/distributing minutes.
• Proactively coordinate and manage internal and external communications.
• Prepares materials for meetings of the Board of Directors, sends out Board packets, attends meetings, and takes minutes.
• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or program.
• Retrieves messages from voice mail and forwards them to appropriate personnel; takes and delivers messages or transfers calls to voice mail when appropriate personnel are unavailable.
• Answers phone, email, and in-person inquiries about the YWCA Pierce County; provides callers with accurate information, including agency and program processes, driving directions/address, and appropriate referrals as needed.
• Monitors cameras and maintains security at the building entrance and parking lot
• Updates and posts appointment and meeting room calendars, daily
• Maintains staff contact lists.
• Performs other clerical duties as needed, such as filing, data entry, photocopying, and collating.
• Provides support to the leadership team as needed; books travel, sets up meeting rooms, orders food for meetings, etc.
• Performs internet research and assists other team members in clerical duties as reception duties allow.
• Participate in staff meetings and in-service training, as appropriate.

This is a general description of the responsibilities of the position; other duties may be assigned.

OTHER KNOWLEDGE, SKILLS, AND ABILITIES

• Proficient in Microsoft Office applications
• Ability to work effectively with diverse people.
• Ability to listen well and understand detailed information.
• Ability to manage multiple tasks with multiple distractions.
• Strong attention to detail
• Exceptional organizational skills
• Strong data entry skills
• Able to remain calm and professional in times of high stress.
• Ability to write routine reports and correspondence.
• Ability to adapt and learn quickly.
• Ability to resolve problems and challenges in a timely manner.
• Self-starter who uses time effectively and responsibly.
• Ability to type 40+ wpm.
• Ability to work 8:30-5:00 Monday-Thursday and 8:30-4:00 on Friday consistently while also maintaining flexibility so as to support the CEO as needed.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.
• Ability to deal with problems involving several concrete variables in standardized situations.
• Advanced proficiency with MS Office applications, including Outlook, Word, Excel, PowerPoint, and SharePoint
• Excellent interpersonal and time management skills
• Commitment to YWCA vision, mission, and values

SUPERVISORY RESPONSIBILITIES

This job has no supervisory responsibilities.

EDUCATION and/or EXPERIENCE

High School diploma or GED with AA degree preferred or five years of administrative experience; additional experience may be considered in lieu of degree relevant certifications or equivalent combination of degree and experience. Nonprofit experience preferred.