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Executive Assistant Full-time

at HOUSE OF HOPE CDC in Rhode Island (Published at 05-02-2019)

Position: Executive Assistant

Reports To: Human Resources Department Manager

Position Classification: Full Time 40 Hours, Hourly, Non-Exempt

GENERAL STATEMENT OF DUTIES

The Executive Assistant is responsible for providing general support to the organization. This position work in close coordination with the Finance Team and/or the specific department(s)/program as needed. Approximately 30% of this position provides support to Executive Director.

DUTIES AND RESPONSIBILITIES:

  • Answer all office calls, greet visitors, and coordinate communication and messages appropriately
  • Collect and sort all mail correspondence making sure staff and clients receive their mail in a timely fashion. Track all postage agency wide for program allocation.
  • Assist with drafting, editing and proofing written documentation and correspondence for the management team
  • Maintain appropriate confidentiality
  • Provide support to all executive and direct management staff
  • Plan and coordinate meetings as needed
  • Maintain filing and mechanized records per specific departmental requirements
  • Assist with special projects as assigned
  • Attend administrative meetings and provide support, related to department operations
  • Assist the finance team with controls and specific functions which include:
  • Deposits matching against the ?Money Received ?spreadsheet to ensure all checks, money orders, and cash received are deposited
  • Make all physical bank deposits
  • Check processing: Copy originals, attach to invoices, mail, and file in Payable drawer
  • Program Support:
  • Receive all tenants rent via USPS or hand delivered
  • Enter all rents received on ?Money Received? spreadsheet
  • Tenant escrow checks update on ?Money Received? spreadsheet
  • Donations/Grant Support:
  • Log funds received and input data accordingly through spreadsheet and database management platforms.
  • Manage postal mail correspondence to all donor types within 48 hours of receipt
  • Supply/Order support
  • Order all office supplies and household goods as needed and within budget, for all agency programs
  • Act as point of contact for vendor account reps
  • Manage requests for new or updated agency materials, including managing proofs and final submission.
  • IT Support:
  • Contact List/Staff Lists ? Maintain all spreadsheets with staffing changes
  • ID Badges ? Print ID Badges as needed for new-hires, lost ID?s, special programs (i.e. Peer Mentors, Interns)
  • Phone and voicemail set up/delete maintain
  • Order, set up, maintain (within reason) all the organizations computers
  • Email ? Create/delete email addresses, reset passwords as needed.
  • Current monitor of the orgnizational inbox and all active mailboxes for former employees.
  • Organizational support
  • Update and maintain organizational licenses
  • Manage business accounts; Authorize net, E-fill, Office 365

ESSENTIAL SKILLS:

  • Excellent verbal and written communication skills
  • Acute attention to detail
  • Proficiency with Microsoft office suite of products.
  • Strong organizational, problem solving, and analytical skills; able to manage priorities and workflow
  • Strong interpersonal skills
  • Ability to understand and follow written and verbal instructions
  • Ability to deal effectively with a diversity of individuals at all organizational levels
  • Good judgment with the ability to make timely and sound decisions
  • Ability to work independently and as a member of various teams and committees
  • Versatility, flexibility, and a willingness to work within constantly changing priorities

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Physical demands: Will spend long hours sitting and using office equipment and computers; lifting up to 20 pounds; speaking; listening; reaching; carrying; must spend long hours on the computer entering information which requires attention to detail and high levels of accuracy. There are a number of deadlines associated with this position. Daily mail drop and pick up which requires walking across the street to post office and to neighboring buildings on worksite.
  • Work environment: A busy office area; the incumbent is faced with constant interruptions and must meet with others on a regular basis, and deal with a wide variety of people on various issues.

Job Type: Full-time

Experience:

  • executive support: 1 year (Preferred)

Benefits offered:

  • Paid time off
  • Health insurance
  • Dental insurance
  • Other types of insurance


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