"Alerted.org

Executive Assistant

Buffalo, NY (http://maps.google.com/maps?q=100+James+E+Casey+Drive+Buffalo+NY+USA+14206)

Job Type

Full-time

Description

The Executive Assistant assists with an array of activities – including traditional administrative support duties, light project coordination and follow up, and targeted constituent outreach. This position is based on a blend of ongoing responsibilities and one-off requests and offers room for growth. This position will report jointly to the Executive Vice President of Projects and Strategy, the Executive Vice President of External Affairs, and the Executive Vice President of Finance and People.

RESPONSIBILITIES:

+ Provide general administrative support to the three EVPs (primarily) and their departments, including scheduling (Doodle, Outlook, Zoom), email and phone support as needed

+ Support meeting needs, including setting up meetings, preparing agendas, taking meeting minutes and distributing materials to participants

+ Assist with calls, including those potentially related to ongoing programming (e.g., thank you calls to donors, follow up calls to colleagues) and one-off requests as needed

+ Perform basic internet and phone research (e.g., quotes for a service, vendor lists, best practices related to a certain topic or program)

+ Provide direct mail support (e.g., ensuring the name on letter and envelope match) and basic database maintenance (e.g., updating addresses, changing communication preferences) as directed

+ Complete internal data collection, tabulation and tracking, as well as basic analysis of collected data

+ Help with project documentation (e.g., schedules, plans, risk registers, lessons learned, etc.) with data/ inputs provided, training provided as needed, and under supervision

+ Work with the volunteer department on recruitment efforts and retention

+ During times of high volume with donations, assist the data entry team with acknowledgements

+ Assist with special events, planning, set-up, attending, clean-up, etc.

+ Assist with workforce development – including making copies, assembling student binders, producing student files, and proctoring of exams

+ Coordinate scheduling of drug screenings, background checks and transportation requests as needed for workforce development

+ Assist with email management and ensuring prompt responses and follow-ups

+ Assist the finance department with copying, scanning, filing and routine projects

+ Assist with recruitment initiatives for FeedMore WNY and Hearty Helpings Inc., including tabling events, community outreach, and promoting opportunities within our workforce development program.

+ Assist with one-off requests and small projects. This position will experience something different every day and provide many different types of support over time, giving you the opportunity to learn a bit of everything and have a really significant contribution on the organization and community

+ Assist with any and all mission work as needed and requested with some or no prior notice including, but not limited to: serving as a truck spotter, helping with Farm Market/Community Garden/Freight Farms/on and off-site food distributions, preparation of meals and serving home-delivered meals; and

+ Other duties as assigned or needed

Requirements

+ Three years’ experience in an office setting required

+ Associate’s degree in business, human services or a related field preferred

+ A strong focus on internal and external customer service required

+ Proficiency with Microsoft Office Suite required

+ Strong communication skills, with thoughtful follow-up and timely responses to all stakeholders is critical

+ Attention to detail and superior organizational skills are a must

+ Ability to multi-task and shift focus multiple times throughout the day is required

+ An ability to work independently and as a contributing team member is required

+ MUSThave a valid NYS Driver’s License and daily access to a vehicle

+ Capable of lifting of 35 lbs.

NOTE: This job may require occasional early or late hours relative to meetings, events, etc.

Salary Description

$22.00-$24.00/hr.