Overview
Executive Administrative Assistant Jobs in Geneva, NY at EXECUTIVE HUMAN RESOURCE SERVICE
Description:
GENERAL SUMMARY:
Assists with managing the daily activities of the office to ensure efficient operations and expense control. Implements procedures for administrative activities including assisting with record-keeping, document preparation, mail distribution, reception, bill or invoice processing, maintenance services, technical support, project coordination/scheduling, volunteer coordination, purchasing, and other related internal operations. Coordinates resources to troubleshoot, determine the best solutions, and solve problems.
ESSENTIAL JOB FUNCTIONS:
Board of Directors
Assist Chief of Staff with board records, recording changes, updating roster, and maintaining board member information
Assist with coordination of all administrative functions for Board meetings and retreats, including sending invitations, creating consent agendas, coordinating presentation materials with IT, tracking attendance, arranging catering and space accommodations, printing materials, etc.
Office Management
Assist with coordinating information & issues with the building management
Assist with maintaining and communicating office safety & COVID exposure plan
Assist with records management (on- and off-site)
Order, track, and organize supplies
Coordinate mail services and conduct monthly metered mail reports
Sort and distribute mail
Keep mailboxes up to date
Keep kitchen area stocked, clean, and well maintained
Maintain in-office storage spaces
Keep office cleared of boxes, neat and tidy, including stock rooms
Dispose of recyclables
Occasionally move furniture and/or heavy boxes
Maintain indoor and outdoor plants
Staff
Assist with onboarding new staff, including ordering business cards, distributing keys, etc.
Assist with maintaining staff records (directory, addresses, organizational chart, phone tree, birthdays/anniversaries list, mailboxes, etc.)
Assist with coordinating administrative functions for staff meetings and retreats, including calendar coordination, sending invitations, arranging space accommodations, printing materials, etc.
Assist with coordinating administrative functions for staff Fun days, Holiday Party, special occasion parties (showers/adoptions, wedding, etc.)
Assist the holiday committee and support all functions of annual Holiday Party including gifts, games, decorations, catering, ordering awards, preparing space, etc.
Maintain positive working relationships with staff members to assist in facilitating open communication
Administrative
Prepare check requests
Assist with reconciling credit card expenses for the administrative and marketing teams on a monthly basis
Projects
Assist with logistics and obtaining information for the Annual Report
Assist with office relocation(s), including purging of old materials, researching vendors, arranging for movers, coordinating item pick up, coordinating planning, and new office set up
Other special projects as needed
Volunteer Coordination
Coordinator volunteer onboarding, including background checks (if applicable) and necessary paperwork
Track volunteer data, including but not limited to their assigned team, assigned supervisor and whether they are active/inactive
Manage volunteer documentation for the organization in a central location
Requirements:
MINIMUM REQUIREMENTS:
Minimum 3 years of office administrative experience
High School Diploma
Knowledge of MS Office Suite programs and Adobe
Knowledge of internet use and internet-based data programs including Google Workspace
Excellent organization and communication skills
DESIRABLES:
Experience in a nonprofit environment
Fluency in both English and Spanish
PERSONAL CAPACITIES:
Professional and friendly attitude towards staff, volunteers, and the public
Ability to work with diverse volunteers and staff
Well organized, self-starter
Ability to follow and remember verbal instructions
Able to be punctual, keep a reasonable schedule, and follow timelines
Able to lift 25lbs
WORKING CONDITIONS:
Normal office environment, including hybrid/remote work
Work may include periods of high volume and tight deadlines
EQUIPMENT:
Computer workstation
Telephone
Audiovisual equipment
Photocopier
This job profile in no way states or implies that these are the only duties to be performed by the jobholder. They will be required to follow any other instructions or perform any other duties as requested by their supervisor or manager. This is not meant to be an exhaustive list of job duties. Essential elements may change when necessary.
The undersigned have reviewed the contents of this job description and believe it to be accurate.
Title: Executive Administrative Assistant
Company: EXECUTIVE HUMAN RESOURCE SERVICE
Location: Geneva, NY
