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Executive Assistant

Company: East End Disability Associates
Location: East Quogue
Posted on: August 7, 2022

Job Description:

**Preferred candidate will have experience with marketing and design**Hours: Monday- Friday, Office Hours *Some flexibility required Required Education: Bachelors degree or equivalent from four year college or technical school preferred; or two years related experience and/or training; or equivalent combination of education and experience. Summary: Reports directly to the Office Manager. As an Executive Assistant responsibilities include: providing general administrative and clerical support including mailing, scanning, answering phone calls, and coordinating meetings. Candidate will have a friendly disposition, good interpersonal skills, computer skills, and must be flexible. Practical skills include strong verbal and written communication skills, the ability to work on multiple tasks concurrently and present a professional manner representative of EEDA. The candidate will be energetic, enthusiastic and happy to work in a fast paced environment. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually very quiet. Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Valid New York State Drivers License and reliable transportation required.Reporting directly to the Office Manager, the successful candidate will:

  • Assist the Executive leadership team in the implementation of key operational plans for the year, including developing materials for board and staff presentations.
  • Make travel arrangements as needed for the Executive leadership team and other key personnel, including air, hotel and ground transportation.
  • Schedule meetings, maintain and update the Executive leadership teams calendars and draft correspondences. Directs preparation of records such as agenda, notices, minutes, and resolutions for corporate meetings.
  • Complete special projects as assigned by the Executive leadership team in areas such as strategic planning, statistical reporting, and site visit preparation.
  • Contribute to the effective operation of the organization through the provision of administrative and organizational support to Executive leadership team, the Advisory Board and its various committees, and to the Administrative, Finance and Operations departments.
  • Work with development and fundraising personnel and volunteers to organize and run events.
  • Provide support for the Advisory Board, including coordinating all meetings, taking minutes at Advisory Board and committee meetings, preparing monthly Advisory Board packets and materials, developing on-line presentations, and submitting necessary documents to governing bodies.
  • Attend and take minutes for Administrative Meetings.
  • Acts as custodian of corporate documents and records as designated by Executive Leadership
  • Provide assistance and materials to other departments as needed, direct telephone calls and electronic mail appropriately, coordinate outgoing mail, order office supplies and coordinate technical support for computers and office machines.
  • Creation of signage as needed for special events, offices, and programs. Creative design skills a plus.
  • Highly motivated self-starter with the ability to work autonomously.
  • Ability to reprioritize and switch tasks with multiple projects.
  • Creation and ordering of promotional items.
  • Newsletter creation in conjunction with the Development Department.
  • Website updates as needed.
  • Act as back up for and work cooperatively with the Receptionist and Administrative Assistants.
  • Ensure a welcoming and hospitable atmosphere for visitors and staff.
  • Ensure the office is stocked with supplies (paper, general office supplies, break room items, etc.)
  • Visting sites for various reasons (measurements, drop-offs, cleaning projects if needed, etc.)
  • Highly organized and focused with a great attention to detail.
  • Excellent time management skills.
  • Willingness to support EEDAs mission in all duties and assist in all aspects of office function as needed.Supervisory Responsibility: None Language Skills: Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, coworkers, and the general public. Polished and professional interpersonal skills. Reasoning Ability: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Mathematical Skills: Ability to add and subtract two digit numbers and to multiply and divide with 10's and 100's. Ability to perform these operations using units of American money and weight measurement, volume, and distance. Computer Skills: To perform this job successfully, an individual should have Proficiency in MS Office. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and utilize computers. The employee is occasionally required to walk. The employee must be able to lift and/or move up to 10 pounds.Required qualifications:
    • 18 years or older
    • Legally authorized to work in the United States
    • At least bachelor's degree or higher

Keywords: East End Disability Associates, New Haven , Executive Assistant, Other , East Quogue, Connecticut

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