"Alerted.org

Executive Assistant

Summary Purpose for the Position:

To provide direct administrative and clerical support to the Division Director and program staff, with the responsibility for assuring the overall smooth daily operations of the Division. This includes providing technical assistance to staff and program volunteers.

Requirements (Education, Experience, Certification, Knowledge, Skill):

Professional - demonstrated through 3-5 years of business administration and management experience or a BA in Secretarial Sciences.

Demonstrated proficiency in typing, computer skills, and solid written and verbal communication skills.

The position requires the ability to work independently and meet specific timelines, as well as collaborate with a diverse staff and multiple programs.

Seeks and acts upon performance feedback

Position Responsibilities:

Compile, maintain, and code a comprehensive mailing list

Acquire full knowledge of the administrative structure and staff, and the Division’s program services and office locations

Maintain and circulate various publications and other relevant information to the appropriate staff

Acquire knowledge of all program funding sources, functions, and regulations

Establish and maintain a centralized filing system for the Executive Director and the division.

This includes coding correspondence and maintaining a current centralized administrative filing system for all outgoing correspondence, procedural memos, and current forms.

Assist in coordinating the writing, typing, translation, and distribution of quarterly PathStone Board reports, agency newsletters, brochures, and other program summary materials.

Data Input and updates for program participants as needed

Assist with data input in the COPOS system for CSBG Programming

Types and proofreads official and routine correspondence for the Executive Director

Strives to satisfy PathStone external and/or internal customers

Adapts to changing priorities, situations, and demands

Demonstrates flexibility and is open and receptive to new ideas and approaches

Provide support to field staff to ensure they have the necessary equipment to perform their jobs

(This includes but is not limited to: phone, small office equipment, & program-specific needs.)

Working Conditions/Environment:

Presents a moderate risk of injury or exposure due to the amount of time spent on the computer.

Promotes cooperation and a welcoming environment for all.

Transportation Requirement:

Position requires an automobile, a driver’s license, and insurance.

Last Updated: N/A

Replaces: N/A

Approved: N/A