Executive Assistant

Specific Tasks

• Prepare supplies for various meetings (Board and others).  Orders meals or snacks for meetings.
• Book reservations and maintain RSVP lists for meetings held outside the office conference rooms, set up and clean up rooms.
• Maintain the data bases and files supporting information on donors, pledge payments and donations and provide data to other staff as requested.  Prepare acknowledgement letter for all gifts, invoice pledge payments.
• Set up and maintain the files on all component funds.
• Prepare requested monthly reports to component funds of contributions/pledges received.
•  Work closely with Accounting Associate in the processing of Component Fund bills and gift receipts.
• Work with regional component funds to prepare budgets and related monthly statements.
• Prepare letters for Quarterly Component Fund Statements and process mailings.
• Prepare Consent Agenda, compile and proofread the Board packet.
• Prepare and mail outgoing board packets.
• Take minutes as requested and maintain Board Minute book.
• Provide backup for answering phones and responding to requests from the public.                                                                                                                                

General Tasks

• Maintain the data base for the mailing lists, and provide data to other staff as requested.
• Conduct general office duties: typing letters and reports.
• Provide clerical support to all staff, copy and package informational materials.
• Perform other duties as required to assure a smoothly functioning office.

Training and Experience Required

• Associate Degree (A.A.) from two year college or technical school.
• Two years of related experience including Microsoft Office Suite.

Knowledge, Skills and Abilities Desired

• Considerable knowledge of office principles, practices, procedures and equipment.
• Considerable knowledge of business English, spelling and basic math.
• Considerable knowledge of computer procedures and operations.
• Ability to communicate clearly and effectively – good telephone voice.
• Organizational skills with an ability to focus on details.
• Ability to function in a team relationship.