A small philanthropic office & non-profit is looking for an Executive Assistant/Office Manager to support the President in all administrative and clerical duties. This role is also responsible for the management of communal office space & supplies. Responsibilities include, but are not limited to, reception, administrative and clerical support, accounting and database support, filing, copying, distributing meeting materials, making reservations, placing phone calls, taking detailed messages, updating records, and setting up meeting areas.
Reporting Relationship:
· This position reports to the President
Schedule:
· In office 4x a week
Qualifications:
· Education Minimum: Bachelor’s degree
· 1-2 years of Office experience required
· Computer proficiency required including Windows XP, Microsoft Outlook, Microsoft Word, Microsoft Excel.
Job Duties and Responsibilities:
Maintain the President’s calendar, including scheduling meetings, appointments, and travel arrangements.
Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
Open and sort mail daily & coordinate outgoing mailings for all staff
Answer telephone, transfer calls, and greet visitors to the office
Manage & maintain office supplies and equipment
Coordinate staff outings, lunches, birthdays & in-office meetings
Copy and file all invoices and receipts including political and charitable contributions
Prepare, copy and distribute meeting materials
Event support: Coordinate all catering and guest clearance for in-office events
General research as directed
RSVP for events
Making dining, car service & travel reservations
Requirements:
· To perform this job successfully, an individual must be able to execute each essential duty timely and satisfactorily.
· The individual must exhibit a pleasant and welcoming demeanor both in person and on the telephone.
· Exceptional customer service and phone etiquette is required.
· Superior organizational skills are required to keep track of multiple projects simultaneously.
· Availability for early morning or after hours for event support as needed.
· Ability to perform well under pressure and time constraints.
· Ability to respond effectively to sensitive inquiries.
· Ability to write a business letter and other correspondence.
· Ability to define problems, collect data, establish facts and draw valid conclusions.
· Language Skills: Ability to read, analyze and interpret correspondence and documents.
· Ability to work without supervision in a small office environment.
· Ability to maintain a high degree of privacy and confidentiality.