Executive Assistant

Responsibilities Include:

• Coordinating daily calendars & scheduling meetings
• Planning appointments and events
• Acting as the point of contact between executives and employees/donors
• Creating & following standard operating procedures for organization

Job brief

HIA is looking for someone who LOVES details, gets jacked up about spreadsheets, can’t wait to call people (not just text), enjoys finding grammatical errors and is good with generally keeping someone else’s life extremely organized!

The Executive Assistant job will require you to be prompt, professional, work evenings and weekends at times, be capable of providing high-quality administrative and clerical assistance to the Executive Director of Hope is Alive.

The Executive Assistant’s main duties include scheduling meetings, making travel arrangements, preparing meeting documents, running errands & reviewing written documents. To be successful in this role, you should be proactive, meet deadlines and communicate effectively. Our ideal candidate also has previous experience as an Executive Assistant and is familiar with office management technologies & social media.

Ultimately, you should be able to identify and address the needs of the Executive Director and perform administrative tasks to ensure our organizations workflow runs smoothly.

Responsibilities

• Coordinate daily calendars of ED.
• Plan appointments and events
• Act as the point of contact between executives and employees/donors
• Create regular reports and update internal databases
• Make travel arrangements
• Manage phone calls and emails
• Respond promptly to queries
• Facilitate internal communication (e.g. distribute information and schedule presentations)
• Suggest more efficient ways to run the office and troubleshoot malfunctions
• Review and recommend changes to our company policies

Requirements

• Proven work experience as a Executive Assistant
• Background with non-profits is a plus!
• Knowledge of office procedures
• Solid experience with office management systems, specifically google suite and MS Office
• Familiarity with online calendars and cloud systems
• Experience using office equipment, including printers and fax machines
• Strong communication skills (via phone, email and in-person)
• Experience exercising discretion and confidentiality with sensitive company information
• Excellent organizational skills with an ability to think proactively and prioritize work