Executive Administrator

Job Summary

We are seeking a dynamic and highly organized Executive Administrator to support our team. This role is vital in ensuring smooth daily operations, managing complex schedules, coordinating projects, and facilitating effective communication across departments. The ideal candidate will bring a proactive attitude, exceptional organizational skills, and a passion for streamlining administrative processes to help drive our organization forward. This paid position offers an exciting opportunity to work closely with our Board of Directors and contribute significantly to our company’s success.

Responsibilities

• Manage and coordinate executive calendars, including scheduling meetings and appointments.
• Prepare correspondence, financial statements and Agenda for meeting.
• Organize and plan company events, meetings, and conferences, ensuring all logistics are handled efficiently.
• Handle internal communication channels effectively to facilitate seamless information flow across teams.
• Maintain confidentiality of sensitive information while managing files, data entry tasks, and records using productivity software such as Microsoft Office and QuickBooks.
• Assist with bookkeeping duties, including invoice processing and expense tracking via QuickBooks or similar accounting software.
• Coordinate project activities across departments to ensure timely completion, utilizing project management tools and techniques.
• Support office management tasks such as front desk duties, managing multi-line phone systems, filing systems, and office supply inventory.
• Prepare reports, presentations, and documentation with strong attention to detail.

Qualifications

• Proven experience in an executive administrative or personal assistant role with a strong background in office management and bookkeeping. Food Pantry experience a plus for this position.
• Demonstrated proficiency in Microsoft Office Suite (Word, Excel, Publisher), Google Workspace, QuickBooks, Acess and productivity software.
• Excellent organizational skills with the ability to prioritize tasks efficiently in a fast-paced environment.
• Strong written and verbal communication skills with professional phone etiquette.
• Experience organizing events and managing complex calendars for Board Members.
• Technical proficiency with video conferencing tools such as Zoom or Microsoft Teams; familiarity with DocuSign is a plus.
• Ability to handle confidential information discreetly while maintaining high levels of professionalism.
• Skilled in data entry, proofreading, transcription, and filing systems to ensure accuracy and accessibility of records.
• Exceptional customer service skills combined with the ability to collaborate effectively with diverse teams..

Join us as an Executive Administrator where your organizational talent will be instrumental in empowering our leadership team while advancing your career in a vibrant professional environment!

Pay: $23,400.00 - $28,080.00 per year

Work Location: In person