Overview
Office Administrator / Executive Assistant Jobs in Birmingham, AL at Xtreme Concepts, Inc.
JOB TITLE: Executive Assistant
Reports To: Director of Operations
Supervises: N/A
Who We Are:
At Make-A-Wish® Arizona, we are more than a great place to work — our work is life- changing. Together, we create life-changing wishes for children with critical illnesses.
More than 40 years ago the inspiration for Make-A-Wish began with one little boy’s wish to be a police officer. Today, together with our volunteers, donors, staff and supporters,
Make-A-Wish has granted more than 500,000 life-changing wishes and transformed countless lives.
We at Make-A-Wish Arizona are extremely team-oriented. We are striving to create an inclusive and diverse office that incorporates teamwork, open communication, and strategic leadership. We are looking for passionate individuals who share the same passion for building trust, improving communication, and creating strategies for success.
What we offer:
· Competitive compensation with annual incentive potential up to 10% of salary
· Comprehensive benefit package: Medical, Vision, Dental
· Health Savings Accounts generously funded by the employer and Flexible Spending
Account Options
· Employer-paid Short Term Disability, Long Term Disability and Life Insurance
· 401(k) Retirement Savings Plan with a generous employer match
· 20 PTO days, 5 Sick Days, 14 Paid Holidays, and 1 Volunteer Day annually
· Paid sabbatical after 5 years of service
· A cohesive and welcoming culture
· We close at noon every Friday!
At Make-A-Wish Arizona, everyone is different and valued. We believe that people of any race, color, ethnicity, sex, gender identity and expression, sexual orientation, faith, religion, age, physical and mental ability, neurodiversity, socioeconomic status, nationality, cultural background, military status, or any other aspect which makes them unique are welcome and important. Together, we continue to build a community that fosters so that we can grant the wish of every eligible child.
At Make-A-Wish Arizona, we strive to communicate openly and honestly while speaking our truth. We encourage all to do the same, and we acknowledge that these conversations can be difficult and uncomfortable. All viewpoints are welcome unless they spread misinformation or diminish or dehumanize others. Our commitment to this work enriches our organization and makes us all stronger together.
Purpose of Position:
The role of Executive Assistant provides administrative support to the CEO & Executive Team. The position may also provide support to other members of the leadership team when needed. The position provides support to the Foundation overseeing supplies as well as coordinating daily IT needs of staff and acting as liaison with Centralized Technology Services (CTS) provided by the Make-A-Wish National Office. A successful executive assistant is an energetic professional who doesn’t mind wearing multiple hats. Experience in handling a wide range of administrative duties and executive support-related tasks, an ability to work independently with little or no supervision, excellent communication and organizational skills and a friendly customer service approach is a must for this position. He/she should be well organized, flexible, and enjoy the administrative challenges of supporting an office.
Essential Duties/Responsibilities:
Acts as Assistant to the Executive Team of three-including, but not limited to, scheduling meetings, preparation of meeting documents, timely submission of expense report activity, managing files and communications, etc.
Serves as backup to the administrative assistant and ensures there is coverage of the front desk during business hours
Assists with new employee on-boarding process
Maintains a professional presence and rapport at all times in interactions by phone or in person, in the face of rapidly changing circumstances, with board members, volunteers, donors, wish families, staff, and the community at large
Assists staff with IT needs not requiring the skills of CTS (Excludes NOAH)
Coordinates bidding of prices for various office supplies & manages office supply inventory
Oversees general equipment maintenance such as the telephone system, telephone and data lines, as well as fax, copy, postage and other office equipment. Ensures smooth daily operations, solicits bids for repair/upgrade/purchasing of such items and manages contracts with appropriate vendors
Manages utilization/bookings for conference room space and computer requirements
Performs other duties as assigned
Attends Leadership meetings as a “non-voting” member. Takes and distributes minutes and / or action items.
Schedules regular and special meetings, including managing all logistics for off-sites and retreats.
Act as “eyes and ears” for CEO maintaining confidentiality, being aware of sensitive issues and making appropriate judgement about what to communicate and share with State Director or others.
Maintains internal team huddle calendar and operates technology during weekly team huddles
Desired Qualifications:
· Bachelor’s degree
· Outstanding written and oral communications skills
· Exemplary customer service skills and attitude, poised, knowledgeable, caring professional
Excellent organizational skills and attention to detail, as well as the ability to manage time and adhere to deadlines
Able to manage multiple tasks at the same time with professionalism
Strong problem-solving skills with the ability to troubleshoot & resolve technological problems
· Typing 40+ WPM
· Knowledge of Microsoft Office programs and general office equipment
· Salesforce experience preferred, but not required
A high level of sensitivity when dealing with staff, donors, volunteers, wish families, and board members
Self-motivated, flexible, and able to work with minimal supervision in a fast-paced environment
Physical Requirements:
Communicate effectively in person or using telecommunications equipment
Enter and locate information on computer
Grasp, manipulate and turn objects of varying size and weight requiring fine motor skills and hand eye coordination
Sitting position while performing office tasks and while driving
Ability to type on computer keyboard and use computer mouse
Write documents and reports using a writing instrument or computer
Occasional stooping, bending, lifting, carrying and/or placing of boxes of documents or other materials weighing less than 25 lbs
Presents information in small or large group settings and to individuals
Reads and visually verifies information often in small print
Stand, move, and/or walk between offices, departments and during fundraising or events, sometimes on uneven ground
Exposure to inclement and outdoor weather when walking between office buildings and participating in fund raising or events
Travel to and from fundraising events and to fulfill of administrative/finance duties, as needed.
Working hours are Monday-Thursday from 8:30 a.m. to 5:00 p.m. and Friday 8:30 a.m.-12:00 p.m., with breaks per company policy. Occasional evenings and weekends for special events and meetings.
Other Information:
· Employees are held accountable for all duties of this job, though this job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.
· This position is classified as Fair Labor Standards Act (FLSA) Exempt and is not eligible for overtime compensation.
How to Apply: *Please know we will not accept applications made on the Indeed website. Please email to below*
Please submit a Cover Letter, Resume, and Three References to [email protected]
Job Type: Full-time
Pay: $60,000.00 – $70,000.00 per year
Benefits:
401(k)
401(k) matching
Dental insurance
Flexible schedule
Health insurance
Health savings account
Life insurance
Paid time off
Parental leave
Referral program
Vision insurance
Schedule:
Monday to Friday
Ability to Commute:
Scottsdale, AZ 85251 (Required)
Ability to Relocate:
Scottsdale, AZ 85251: Relocate before starting work (Required)
Work Location: Hybrid remote in Scottsdale, AZ 85251
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Title: Office Administrator / Executive Assistant
Company: Xtreme Concepts, Inc.
Location: Birmingham, AL
