Executive Administrative Assistant
Company: Ollie Webb Center, Inc.
Location: Omaha
Posted on: March 19, 2023
Job Description:
The Executive Administrative Assistant provides a wide range of
support services to the Executive Director. As the Executive
Director has a very demanding schedule, the role of the Executive
Administrative Assistant is to ease his/her workload by taking on
most of the high-level administrative duties. The Executive
Administrative Assistant must keep the office of the Executive
Director running smoothly.
In addition, the Executive Administrative Assistant is also
responsible for providing support to agency personnel and support
for the daily operations of the business.
Essential Job Responsibilities
- Professional Skills
- Verbal and written communication skills - including the ability
to communicate ideas and information concise and clearly as well as
understand and follow verbal and written instructions
- Demonstrate excellent business writing, editing, and
formatting
- Effective decision-making and problem-solving skills
- Adapt quickly and professionally to changes, delays, or
unexpected circumstances
- Approach responsibilities pro-actively
- Simultaneously manage a variety of assignments while still m
eeting deadlines; prioritize
- Complete assignments with minimal supervision
- Ensure attention to detail and high quality accuracy
- Demonstrate organizational and record-keeping skills
- Analytical skills
- Conduct business in a confidential and professional manner
- Knowledge of office practices and procedures
- Professional Relationships
- Represent the agency in a professional manner at all times by
modeling integrity, upholding ethical standards, and demonstrating
solid interpersonal skills
- Interface with high-level internal and external contacts
requiring considerable discretion and initiative
- Contribute to the team effort by accomplishing related
results
- Sensitivity to people with Intellectual or Developmental
Disabilities (I/DD) and their families
- Administrative Support
- Assist with and maintain the Executive Director s calendar and
meetings
- Conserve the Executive Director s time by routing and/or
screening correspondence, drafting letters and documents, and
initiating communications
- Assist in the planning of meetings
- Prepare reports, announcements, and agendas for various types
of meetings (e.g, Board, Executive, Administrative, Finance,
etc.)
- Record and transcribe minutes for various types of meetings
(e.g, Board, Executive, Administrative, Finance, etc.); track
action items
- Responsible for office organization, records maintenance, and
coordination of functions with those from various departments; file
and retrieve agency documents, records, and reports
- Conduct research as well as collect and analyze information to
keep the Executive Director and business up-to-date on things
important to the business
- Coordinate and manage projects that may involve working with
all levels of management, staff, or external partners
- Make travel arrangements including airline, hotel, rental cars,
and per diems for all levels of staff
- Ensure the daily operations of the business are administered
and maintained with a high degree of professionalism and excellence
- Greet visitors, answer incoming calls, and respond to email
inquiries with a positive, pleasant attitude; direct inquiries and
provide requested information as needed
- Maintain phone greeting and messaging system
- Process and distribute incoming mail
- Compile and dispense bulk mailings
- Ensure operation of office equipment by completing preventative
maintenance requirements; troubleshoot malfunctions; call for
repairs
- Organize, inventory and order/purchase office supplies;
anticipate supply needs; verify receipt of supplies
- Maintain and update mailing and membership lists; monitor
agency passes
- Send donor acknowledgement letters
- Assist with preparation of agency fundraising events in
addition to being in attendance at said events
- Create monthly newsletter
- Update agency website and social media accounts
- Develop and utilize filing and retrieval systems, record
keeping, and data entry
- Maintain a professional, clean, and safe office
environment
- Willingness to learn new office technology
- Act as a liaison with the building management on day to day
issues
- Financial and Accounting Skills
- Basic bookkeeping knowledge/experience
- General understanding of business processes and functions
- Support the processing and filing of documents
- Deposit revenue received and distribute paperwork when
necessary
- Notify appropriate staff of contributions received
- Track and record postage and copy machine usage and
charges
- Help track petty cash funds
- Assist with the annual audit when necessary
-
- Personnel Supervision
-
- Interview, hire, and train employees as well as assign, direct,
and oversee their work
- Conduct performance evaluations including rewarding and
disciplining employees
- Address complaints and resolve problems amongst employees
- Apprise, and implement, established personnel policies and
procedures
- Provide regular support and guidance through routine
supervisory meetings
- Computer Skills
- Possess advanced knowledge and experience with Microsoft Office
- Develop and maintain Excel spreadsheets
- Type 50+ words per minute
- Experience with database software
- Willingness to learn new computer programs to keep ahead of
advances in technology
- Physical Prerequisites
- Hear and concentrate over a wide array of noises
- Operate office equipment such as a computer, scanner, fax
machine, postage meter, and copy machine
- Sit and work at a computer for long periods of time
- Ambulatory to accomplish office tasks
- Lift (up to 25 lbs.) and carry equipment/material
- Other duties as assigned Qualifications
- 5+ years of Executive Administrative Assistant experience
- Certified Administrative Professional (CAP) designation earned
through the International Association of Administrative
Professionals (IAAP), preferred
- Associate or Bachelor s Degree in field such as business
administration/management, preferred
- Valid driver s license, auto insurance, and a good driving
record
Keywords: Ollie Webb Center, Inc., Omaha , Executive Administrative Assistant, Administration, Clerical , Omaha, Nebraska
Didn't find what you're looking for? Search again!
Loading more jobs...