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Office Manager / Executive Assistant
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Reports to: President / CEO
The Office Manager / Executive Assistant is responsible for providing administrative and office support to the President/CEO to ensure efficient information flow within the organization.
Essential Duties and Responsibilities:
- Provides direction and supervision Front Desk Receptionist and Facilities Coordinator
- Conducts regular individual supervision meetings with staff
- Creates staff development plans; supports staff in achieving goals.
- Provides ongoing coaching and implements the progression of discipline when necessary.
- Review and approve all office supplies request.
- Order business cards
- Update office directory
- Maintain updated policies and procedures for her supporting staff
- Serve as Notary to organization
- Ensure all Agency core values are upheld and modeled.
- Relieves President/CEO of administrative detail by answering phones, scheduling appointments, making travel arrangements, receiving visitors, and maintaining confidential documents
- Drafts routine correspondence (memos, letters, reports etc.)
- Responds to inquiries directed to the President/CEO, makes decisions within established guidelines and/or obtains proper authorization for responses and solutions
- Prepares agendas and schedules for meetings including organizing information for board meetings including taking meeting minutes
- Records and distributes minutes or other records for meetings.
- Generate reports, transcribe minutes from meetings, create presentations, and conduct research as assigned
- Provides administrative support to ensure efficient operation of office.
- Performs clerical duties such as (filing, typing, copying, binding, scanning, etc.) and administrative tasks including managing schedules, drafting letters, memos, invoices, reports,
- Retrieves information as requested from records, email, minutes, and other related documents; prepares written summaries of data when needed
- Reviews all bills and travel vouchers to reconcile President/CEO expenses on credit card
- Maintain calendar up to date and schedule meetings for President/CEO
- Maintains filing systems as assigned.
- Registers President/CEO for various professional organizational meetings and events
- Anticipates the needs of others to ensure their seamless and positive experience
- Maintains polite and professional communication via phone, e-mail, and mail.
- Ensures all Agency core values are upheld and modeled.
- Welcomes and directs visitors and clients.
- Assist in training newly hired receptionist and administrative staff.
- Works with safety as a priority and follows safety standards.
- Represents the organization with a positive attitude internally and externally
- Uses computers to generate reports, transcribe minutes from meetings, create presentations, and conduct research
- Other duties as assigned
Required education and Skills:
- Bachelor’s degree or equivalent experience preferred
- Minimum 4 years of executive assistant experience
- Minimum of 2 years supervisory experience
- Prior non-profit experience, legal letter writing, and report preparation preferred.
- Excellent organizational skills and attention to detail.
- Proficient in MS Office (Excel, PowerPoint, Word, etc.)
- Ability to communicate effectively verbally and in writing.
- Ability to work effectively and independently.
- Ability to work flexible work schedule
- Ability to work without direct supervision and work independently.
- Ability to read, analyze, and interpret documents, such as policy and procedure manuals, maintenance instructions, and other related documents
- Ability to effectively present information in one-on-one and group situations
- Be highly motivated and well organized
- Ability to pass a background check and drug screening.
- Have excellent time management skills
Physical Demands: Ability to drive, sit, stand, and walk for extended periods of time. Ability to perform push/pull movements and to lift 20 lbs.
License or certification:
Must posses a valid NV Driver’s license with current automobile insurance
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Link to Application
https://qts.hrnext.com/JobApplication.aspx?jobpostingkey=0e754f85-b8ca-4a18-bc62-849ed13232d7