Executive Assistant

Positive Tomorrows
Published
April 9, 2019
Location
Oklahoma City, United States
Category
Job Type

Description

Position Description:

Excellent opportunity for an experienced executive assistant to join a growing nonprofit known nationally for its visionary work with homeless children and families.

The Executive Assistant provides support to the President, ensuring efficient and timely operations of the administrative, leadership, and governance functions to support and enhance the work of the organization as outlined in the Vision Statement, Mission Statement and Strategic Plan. The Executive Assistant maintains communications with the board of directors and other VIPs. He or she also is responsible for organizational record-keeping and facilitating day-to-day connections with contract accountant, contract IT administrator and other vendors.

Position Qualifications:

Essential Duties and Responsibilities:

  • Provides administrative support to the President and administrative staff as assigned; anticipates needs, schedules appointments, manages correspondence, etc.
  • Takes minutes and provides support for Leadership Team.
  • Serves as primary liaison in communicating with the board of directors, prepares board and committee meetings, keeps records such as minutes, director files, financial documents, etc.
  • Serves as day-to-day contact with contract accounting firm and audit firm.
  • Staffs board finance committee, governance committee, and others as assigned.
  • Maintains important organization records, such as policies, administrative procedures, contracts.
  • Assists Director of Finance/Administration with human resources functions, such as compensation and benefits administration, job posting, new employee training, payroll submission, worker’s compensation, documentation, etc.
  • Submits monthly invoices to Skyline Church, Edward Jones and others as required.
  • Manages organization-wide policies as assigned. Manages details, coordinates across departments, keeps policy records, etc.
  • Prepares and performs electronic deposits; prepares deposits for President to deliver to bank as required.
  • Sends monthly disbursement requests to NMTC partners.
  • Report monthly wellness meeting updates at staff meeting.
  • Other duties as assigned.

Positions Requirements:

To perform the job successfully, an individual should demonstrate the following competencies:

  • Problem Solving - Gathers and analyzes information skillfully. Anticipates problems & prepares.
  • Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Develops realistic action plans.
  • Initiative - Volunteers readily; Anticipates problems, opportunities and needs and commits to resolve them; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
  • Technical Skills - Shares expertise with others.
  • Interpersonal - Maintains confidentiality; Remains open to others' ideas and tries new things.
  • Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
  • Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values; Benefits organization through outside activities.
  • Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
  • Adaptability - Manages competing demands; Able to deal with frequent change, delays, or unexpected events.
  • Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
  • Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
  • Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.

 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Education/Experience:
    High School diploma, 3 years demonstrated experience in office administration preferred.
  • Language Ability:
    Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
  • Math Ability:
    Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
  • Reasoning Ability:
    Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
  • Computer Skills:
    To perform this job successfully, an individual should have knowledge of Word Processing software; Spreadsheet software; Internet software; Project Management software and Database software.Supervisory Responsibilities: This position has no supervisory responsibilities.

Position Reports to:

President

To Apply for this Job:

To apply, please send resume and cover letter to info@positivetomorrows.org.

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