Position: T.O.R.I Executive Administrative Assistant
Job ID: T.O.R.I Executive Administrative Assistant
Job Duties
T.O.R.I Executive Administrative Assistant
The Executive Administrative Assistant is responsible for the coordination, and management of schedules, activities, and providing administrative support for the Executive Director of T.O.R.I.
Duties & Responsibilities: Responsibilities including but not limited to:
- Greet visitors and determine whether they should be given access to specific individuals/documents
- Performs complex and confidential secretarial functions including developing and typing taped dictation or written correspondence. Responds to routine external correspondence.
- Manage Executive Director of Information Systems calendar and independently schedules appointments
- Create and maintain files, coordinate and track proposal submission, award set up, and award closeout.
- Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software
- Screen incoming calls from staff, media, community and business leaders and correspondence and responds independently when possible
- Prepare memorandums outlining and explaining communications procedures and policies to internal staff.
- Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
- Open, sort, and distribute incoming correspondence, including faxes and email
- Develops and maintains positive relationships with collaborating organizations, and multiple internal departments throughout
- Represent Executive Director in staff meetings and other functions when he/she is unable to attend
- Organize programs, events, meetings or briefings by arranging for facilities and caterers, issuing information or invitations, and coordinating speakers.
- Provides timely, day to day coordination of grant project by maintaining and updating proposal and award information in systems and databases
- Alerts management of any issues, concerns and out of the ordinary requirements relating to grant award.
- Continuously develop and maintain a strong working knowledge of federal rules and regulations that govern grant and stays abreast of funding terms and conditions
Basic Qualifications:
- Bachelor Degree
- At least 5 years of experience with Executive level
Preferred Qualifications:
- Knowledge of working for a nonprofit with many procedures in place and must use their experience and knowledge to understand and anticipate administrative needs.
- Experience working with formerly incarcerated individuals preferred
- Experience in research and grants coordination
- Experience working with the Microsoft Suite of programs including Word, Excel, PowerPoint, ;
- Ability to effectively communicate with all levels of internal and external customers both written and verbally
- Ability to work on a number of projects simultaneously in a timely fashion
- Ability to create and maintain database and spreadsheet files
- Ability to arrange complex and detail travel plans and itineraries, compile documents for travel-related meetings, and accompany Executive Director when requested
- Experience using PC, printer, copier and telephone, fax machine and ten-key calculator
Benefits:
- 401(k)/ 401K matching
- Dental/Vision insurance
- Employee assistance program
- Flexible spending account
- Health/Life insurance
- Paid time off
- Tuition reimbursement
Schedule:
- 8-hour shift
- Monday to Friday (Must be available to work occasional evenings and weekends)
This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. Such tasks shall be capable of being performed with reasonable accommodation, if necessary, that does not impair a business necessity or impose an undue business hardship and without presenting a direct threat to the safety to the applicant or others.