Exectuive Assistant
Job Category: Office Management
Full Time
Scheduled: Salaried
Job Details
Description
If you want to be a part of a Top Work Place. We welcome the opportunity to meet you!
FT 40 hr Monday-Friday
Purpose:
Provide administrative and public relations support to the Executive Director
Essential Duties and Responsibilites:
Administration
- Scheduling and onboarding orientation for new employees in conjunction with the Program Director.
- Research pastoral, business, community, & government leaders in building allies for the program.
- Provide tours and discussion of the program as needed upon request of the Executive Director.
- Work with local ministers to schedule chapel speakers.
- Answers phones, emails, and voicemails.
- Schedule appointments for the Executive Director with donors, business leaders, community organizations, probation, county attorneys, judges, politicians, police, and social workers to raise awareness of the program.
- Alert the director to any potential liability issues or concerns about compliance concerning governmental agencies, laws, or codes.
- The Executive Assistant is the key staff who coordinates development events with the Program Director and staff to ensure the details are covered.
- Write letters and other correspondence for the Executive Director.
- Assist with maintaining client and Program files.
- Help manage critical projects as requested by the Executive Director.
- Schedule, coordinate, and record meeting notes.
- Prepare and submit monthly National Teen Challenge reports.
- In conjunction with the Executive Director, provide oversight and updates for all staffing, client, and programming policy manuals and procedures.
- Other administrative duties assigned by the Executive Director.
- Create content and maintain marketing materials, website and social media platforms.
Purchasing and Inventory Control
- Ensure proper inventory levels, make purchases, maintain service/warranty records, contracts, and serial numbers and secure repairs for all for the following items according to organization.
- policies and procedures: Office Furniture, Office Equipment and Supplies.
- Cleaning supplies, Paper Supplies, First Aid Supplies, Domestic Furniture and Appliances, Services (garbage disposal, insect & pest control, equipment maintenance contracts, local & long-distance phone contracts).
- Catalog and maintain spare keys for ATCNEW vehicles, padlocks, buildings, rooms, electrical boxes, fire panel boxes, fire alarm boxes, desks, cabinets, and issue keys to Dept. Heads for employees when required.
- Maintain all ATCNEW vehicle certificates of title and ensure that a valid license plate tab is provided to the appropriate Dept. Head for proper display on all ATCNEW vehicles.
- Maintain a list of all vehicle credit cards. Cancel cards, order new cards as necessary, and distribute them to the appropriate Dept. Head. Maintain a spare credit card for each vehicle.
- Other purchasing duties assigned by the Executive Director.
Public Relations
- Assist Executive Director in promoting and representing Adult & Teen Challenge Northeastern Wisconsin to the public, including financial supporters, churches, pastors, community leaders, and government officials.
- Meet and greet visitors who visit onsite.
- Maintain contact with the public on behalf of the Executive Director.
Accounting
- In conjunction with the Executive Director, prepare a yearly budget for the program.
- Track the budget and notify the Executive Director of concerns.
- In conjunction with Executive Director and accountant, maintain all incoming donations, give receipt communications.
- Review office supplies and purchases to ensure that we are cost effective and under budget.
- Receive Purchase Orders from program staff, approve, and submit them. Notify the Executive Director of any concerns.
Legal Issues
- Alert the Executive Director of any potential liability issues or concerns about compliance in relation to governmental agencies, law, or codes.
Other Duties
- Assist the Programming department with projects on an as needed basis.
- Receptionist duties as needed.
- Other duties as assigned by the Executive Director that are necessary for effective representation and management of the organization.
Personnel Supervised
- Program Admissions Coordinator.
- Administrative Volunteers.
Minium Qualifications
- Exhibit a strong commitment to the organization dedicated to the spiritual restoration of hurting adults and families.
- At least three years of progressively responsible administrative work experience, preferably in a
high-profile position consisting of a significant amount of contact with the stakeholders of the
company or organization. - Exceptional ability to work with individuals from a wide variety of backgrounds including financial supporters, churches, pastors, community leaders, government officials, program clients, and employees.
- Excellent written and verbal skills.
- Excellent organizational skills with the ability to bring order to unstructured environments.
- Assertive individual with a pleasant, cordial attitude when working with people.
- Excellent computer skills including typing, word processing, spreadsheets, PowerPoint, and general familiarity with database programs.
- Ability to model a lifestyle that follows the Adult & Teen Challenge Northeastern Wisconsin Code of Conduct.
- Ability to learn various software programs to meet the needs of the organization.
- Ability to manage multiple tasks with competing deadlines and remain calm while under pressure.
- Ability to remain on task and follow through projects to their completion.
- Maintain professional standards of conduct and appearance with co-workers and the public.
- Possession of a valid driver’s license and a clean driving record that will be accepted by this organization’s vehicle insurance carrier.
All employees must sign and uphold the Mission and Faith Statement when hired. Please review this statement before applying.