EO is an equal employment opportunity employer. Qualified applicants will be considered for vacancies without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, marital status, pregnancy, childbirth, or related medical conditions, including lactation, age, or status as a veteran or other category protected under applicable state or municipal law. EO will reasonably accommodate the disabilities of qualified applicants to permit them to perform the essential functions of the subject position.
Purpose of the Position:
The primary purpose of this position is to provide administrative support to the President and CEO. The Executive Assistant executes various administrative tasks crucial to the efficient operation of the organization and handles critical and confidential details and data. This position performs a variety of administrative assignments, exercising independent judgment and initiative in support of the president and CEO. The Executive Assistant works in a fast-paced team environment with strong organizational skills and a proven ability to adhere to strict deadlines and complete work accurately. The Executive Assistant demonstrates a solid working knowledge of EO’s structure, including policies and procedures, as well as extensive secretarial function, knowledge, and ability.
Areas of Responsibility:
Support the President and CEO in the following activities:
Meetings, Scheduling, Appointments, and Travel
- Manage calendars and schedule meetings and appointments with internal staff, external stakeholders, and volunteers. Ensure that all necessary support and arrangements are provided
- Prepare meeting agendas and meeting packets and provide meeting notices with materials and logistical information to meeting participants
- Record meeting minutes and action items and provide follow-up information and action items to meeting participants
- Coordinate meeting food needs
- Book travel arrangements
Communications
- Perform complex and confidential administrative functions, including developing/or typing and sending written correspondence, memos, emails, and other documents
- Proofread and edit correspondence, reports, and other materials for errors, punctuation, and format accuracy
Office Operations
- Handle general telephone inquiries and provide assistance to the caller or route them to the appropriate party
- Maintain records and files
- Maintain EO Administrative office space to make an attractive & professional impression
- Complete and submit purchase distribution forms
- Track expenditures and manage the expense budget for the Administration Department
Other
- Assist in planning and providing support and coordination of activities for EO internal and external events and other special projects
- Perform other duties as assigned
Job Relationships:
The Executive Assistant reports to the President and CEO. The Executive Assistant must maintain an ongoing working relationship with the President and CEO, other leadership-level staff of EO, and managerial staff. The Executive Assistant will also maintain working relationships with volunteers and strategic partners, including nonprofit executives, representatives of government, educational institutions, and members of the EO Board of Directors.
Requirements of the Position:
To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below represent the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.
Knowledge and Skills:
- Strong commitment to maintaining integrity and confidentiality of all organizational information
- Works well with high-level business, government, philanthropic, and non-profit executive leaders
- Experience working with projects of different scales and various levels of complexity
- Excellent critical thinking, analytical skills, and judgment required
- Self-starter and detail-oriented
- Good team player, energetic and positive attitude required
- High level of trust, integrity and ethics
- Advanced understanding and experience in a variety of computer applications, including the use of the Internet and Microsoft Office products
- Ability to work in a fast-paced environment
- Ability to work with ambiguity and under tight schedules
- Multi-tasking, initiative, ability to work independently and set priorities are a must
- Excellent verbal and written communication skills, including grammar and proof-reading
- Aptitude for logistics and willingness to recommend and make ongoing improvements to EO’s office functioning
- Working knowledge of office equipment (computers, printers, copiers, conference phones)
Educational and Experience—A high school diploma or GED is required. A 2-or 4-year college degree and three years of related experience and training as an administrative/executive assistant are preferred.
Residency and Travel—It is preferred that applicants reside in the service area and are available to attend early morning, evening, and/or weekend meetings on a periodic basis. Applicants should also be able to travel independently throughout Southwest Virginia.
Language Skills - Ability to read, analyze, and interpret the most complex documents. Ability to respond effectively to the most sensitive inquiries or complaints.
Mathematical Skills - Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of introductory algebra and geometry.
Certificates, Licenses, Registrations—You must have a valid driver's license and automobile insurance. Reliable high-speed home internet is required.
Physical Demands—While performing the duties of this job, the employee is regularly required to sit and talk or hear. Employees must frequently use their hands to finger, handle, or feel. The employee is occasionally required to stand and walk. The employee must occasionally lift and move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
Work Environment – The position is based onsite at the main office in Abingdon, Virginia.