Executive Assistant

Your Position Is vital to Y-Knot

JOB PURPOSE-YOUR ROLE

Job purpose:

Reporting to the Executive Director, the Executive Assistant will provide professional and administrative support. Duties include scheduling, travel arrangements, expense reports, meeting files, phone duties, as well as routine correspondence and maintain office files. The individual will perform other related work as required.

 
Duties and responsibilities:

Receive and greet visitors, guests, and VIPs at meetings and functions with the Executive Director.

Mail and route correspondence and document as needed.

Develop systems that organize and structure the work of the Office of the President.

Respond/follow-up/refer out phone calls/voice messages/ e-mails regarding the Executive Director.

Maintain timely messaging to Executive Director. Maintain the scheduling of the Executive Director calendar.

Support the Executive Director by following through with an attention to detail and timeliness on strategic high impact presidential initiatives.

Produce correspondence, Excel spreadsheets, reports, forms, organizational charts. Provide ongoing support functions of word processing, filing, copying, and other materials and projects as assigned, including outgoing mail and/or back-up Administrative Assistance/Front Desk coverage. Coordinate maintenance of the Executive Director files.

Plan, prepare, and set up for Board, Executive Board Committee, internal meetings, and other community meetings and functions as requested. Record and distribute minutes and meeting materials in an accurate and timely manner.

Attend Center meetings and training per job requirements.

Assist the Executive Director with Board Meetings and logistics.

Assist the Executive Director in taking minutes of Board Meetings.

Other duties as assigned.

 

Qualifications

Must possess the ability to pay close attention to detail while maintaining a broad perspective of Y-KNOT’s goals and approaches.

Minimum of five years’ experience working as an administrative assistant at least two years working for a senior executive.

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