Job Description

Catapult is assisting our member, Community Action Opportunities, in hiring for an Executive Assistant.

Community Action Opportunities is a high-quality non-profit organization that fights poverty looking for the right person to work as an Executive Assistant with our executive and senior management team.

Work includes independently completing detailed special projects, planning, coordinating and supporting board meetings, special events and retreats, high accuracy with sensitive hardcopy and electronic records, procurement processes, financial and other critical information.

Must be able to work independently & cooperate with others on teams, listen and communicate clearly orally and in writing with people from diverse cultural and educational backgrounds & be consistently willing to help others.

EXECUTIVE ASSISTANT

General Statement of Duties

Performs a variety of complex and, often, sensitive administrative, financial and clerical support work for executive and senior staff members, a volunteer governing body and agency departments.

Distinguishing Features of the Class

An employee in this class performs a wide variety of complex administrative support work that includes but is not limited to activities for the Agency's Executive Director, Senior Management and other agency departments. Work includes independently completing special projects, planning, coordinating and supporting board meetings, special events, retreats, generating, processing, tracking, maintaining and when needed, distributing a large volume of hardcopy and electronic records, that may include PPI and other sensitive or confidential information, preparing and processing procurement documentation, contracts, payments and financial reports and timely processing of mail and checks. Work also includes developing and consistently using allowable and secure methods to handle, store and retrieve information and participating on department and cross-functional teams to identify and solve problems, design agency-wide programs and procedures. Work requires the ability demonstrate respectful and clear oral, written and listening communication skills during routine interactions with people from diverse cultural and educational backgrounds, including governing body members, other employees, external auditors, funding monitors, customers, vendors and the public. Work also requires the ability to timely and accurately complete complex and detailed work, multi-task, make appropriate informed decisions, and consistently use thoughtfulness, a willingness to help and discretion in all interactions. Work requires extensive knowledge of office operations and procedures and broad agency program knowledge. Work also requires the ability to use and understand written and oral instructions and consistently demonstrate agency values. Work may also include limited supervisory duties. Work may be completed alone or by collaborating on teams. Work occurs under the general supervision of the Executive Director. This position is a member of the Agency Leadership Team. Work is evaluated through observation, conferences, goal achievement and Significant Incidents that demonstrate job quality, quantity, timeliness and results. Work is formally reviewed, and future goals are set, during an annual performance appraisal.

Behavioral Indicators of Organizational Values

An Employee in this class, routinely and regularly, behaves in a manner that is consistent with and promotes both the letter and the spirit of the Agency's organizational values:

· Teamwork - participate responsibly, solve problems, accept and support decisions

· Communication - listen responsibly, exhibit a spirit of openness, share relevant information in a timely and accurate manner, meet the organization's needs

· Quality - be professional and accountable, exceed standards, provide excellent service, strive to satisfy customers

· Respect - recognize boundaries, value diversity, behave in a direct and nonjudgmental manner

Duties and Responsibilities

Essential Duties and Tasks

· Prepares Board agendas, minutes, announcements, etc. and arranges governing body meetings; events, retreats etc.

· Prepares, updates and distributes Board orientation material.

· Coordinates travel arrangements as requested.

· Attends Governing Body committee meetings, records and prepares minutes; compiles and stores official records including original agency incorporation, construction documents and other legal records.

· Supervises DESK services and rotation and participates in desk rotation.

· Composes accurate and timely correspondence, memoranda, notes, reports and other information.

· Coordinates, tracks and maintains procurement records and contracts.

· Designs forms, spreadsheets, presentations as needed and requested.

· Adds, stores and retrieves critical and often sensitive information on agency databases and shared drives.

· Generates and sends report of new hires and terminated employees to relevant vendors with a need to know.

· Handles confidential or sensitive information in an appropriate manner.

· Reviews and verifies accuracy of records and reports.

· Screens and processes incoming and outgoing mail, maintains postage meter and copy machines.

· Produces monthly copier and postage reports for payment.

· Coordinates with department representatives and storage vendor to prepare and send hardcopy files off-site.

· Inventories and maintains office supplies and kitchen stock.

· Helps with confidential data entry for employees as needed.

· Helps to prepare educational assistance requests, including contacting schools, providing approved education assistance request to employee.

· Receives, prepares and routes hardcopy and electronic procurement documents and invoices for payment.

· Participates in agency and departmental meetings, committees, task forces, special projects and teams. Is a member of the Agency Leadership Team; may record and maintain minutes of Leadership Team meetings.

· Acts as Notary Public for agency and customers.

Additional Job Duties

· Works with state monitors and auditors as needed.

· Performs related duties as required.

Recruitment and Selection Guidelines

Knowledge, Skills and Abilities

· Comprehensive knowledge of office practices and procedures.

· Comprehensive knowledge of correct grammar, vocabulary and spelling.

· Considerable knowledge of organization and program functions and operations.

· Considerable knowledge of a wide variety of computer and mobile device productivity tools and applications.

· Skill and methods that ensure attention to details even while working in a high traffic environment.

· Ability to organize and prioritize work to meet critical deadlines.

· Ability to create, format and use spreadsheet and word-processing applications such as Microsoft.

· Ability to use and train others on Google Workspace, Shared Drives, Microsoft Office, accounting and HR databases.

· Ability to key, error-free, 75 wpm.

· Ability to respectfully listen and communicate clearly orally and in writing to people from diverse backgrounds and cultures.

· Ability to consistently demonstrate discretion.

· Ability to handle sensitive information and maintain confidentiality.

· Ability to follow-up and follow-through.

· Ability to work independently and cooperate on teams.

· Ability to creatively solve problems.

Physical Requirements

· Must be able to physically perform the basic life operational support functions of reaching, standing, walking, fingering, grasping, talking, hearing and repetitive motions.

· Must be able to perform sedentary work exerting up to 20 pounds of force occasionally, 10 pounds of force frequently and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects.

· Must possess the visual acuity to compile reports, work with data and figures, do some accounting functions, operate a computer and other electronic devices, proofread materials and read extensively.

The physical requirements described here represent those an employee encounters while performing the essential functions of this job. The Agency may offer Reasonable Accommodations that enable individuals with disabilities to perform the essential functions of the work.

Special Requirements

Must possess or obtain Notary Public Certification within six months of hire date.

Must possess or be able to obtain an NC Driver License within 6 months of hire date.

Education and Experience

Minimum Requirements:

Graduation from a regionally or CHEA accredited school or community college with a 2-year degree in Office Technology, Office Administration, Administrative Assistance, Business or a related field and five years of executive or upper-level support. Experience must include proficiency with Microsoft Office and Google Workspace. Must type an error-free minimum of 75 wpm. An equivalent combination of education and experience may be acceptable.

Prefer:

Nonprofit experience

Bi-lingual in Spanish

This job was posted on Fri Aug 11 2023 and expired on Sat Aug 19 2023.

Minimum $36K /yr

$48K /yr Average

Maximum $60K /yr

Tasks

Manage and maintain executives' schedules.

Make travel arrangements for executives.

Prepare invoices, reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, or presentation software.

Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives.

Answer phone calls and direct calls to appropriate parties or take messages.

Prepare responses to correspondence containing routine inquiries.

Open, sort, and distribute incoming correspondence, including faxes and email.

Greet visitors and determine whether they should be given access to specific individuals.

Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.

Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees, and boards of directors.

Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work.

File and retrieve corporate documents, records, and reports.

Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

Provide clerical support to other departments.

Attend meetings to record minutes.

Process payroll information.

Interpret administrative and operating policies and procedures for employees.

Set up and oversee administrative policies and procedures for offices or organizations.

Meet with individuals, special interest groups, and others on behalf of executives, committees, and boards of directors.

Compile, transcribe, and distribute minutes of meetings.

Supervise and train other clerical staff and arrange for employee training by scheduling training or organizing training material.

Review operating practices and procedures to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures.

Skills

Reading Comprehension - Understanding written sentences and paragraphs in work related documents.

Active Listening - Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.

Writing - Communicating effectively in writing as appropriate for the needs of the audience.

Speaking - Talking to others to convey information effectively.

Critical Thinking - Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.

Active Learning - Understanding the implications of new information for both current and future problem-solving and decision-making.

Monitoring - Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action.

Social Perceptiveness - Being aware of others' reactions and understanding why they react as they do.

Coordination - Adjusting actions in relation to others' actions.

Service Orientation - Actively looking for ways to help people.

Judgment and Decision Making - Considering the relative costs and benefits of potential actions to choose the most appropriate one.

Time Management - Managing one's own time and the time of others.

Knowledge

Administration and Management - Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.

Clerical - Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

Customer and Personal Service - Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Computers and Electronics - Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

English Language - Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.