OPEN POSITION: Executive Assistant

POSITION: Executive Assistant
SUPERVISOR: Executive Director
FLSA STATUS: Full-Time, Exempt

You are an administrative professional with incredible organizational skills and a high level of discretion. You are a team player with a great attitude, and skilled at keeping the organization running smoothly — helping to further the Dempsey Center’s mission of making life better for people managing the impact of cancer.

GENERAL DESCRIPTION OF RESPONSIBILITIES:

The Executive Assistant provides professional level support and assistance to the Executive Director (ED) and Director of Advancement and willwork independently on assigned projects.  Support includes, but is not limited to: preparing documents, reports and presentation materials for Board of Director meetings, scheduling meetings, managing the Executive Director’s schedule and some communications, assisting with the development and documentation of policies and standard work procedures, The Executive Assistant will record meeting minutes and coordinate follow-up actions. As needed, the Executive Assistant may assist with front office administrative duties, including greeting clients both in person and by phone, and scheduling appointments. This position requires the handling of sensitive and confidential information with professionalism and integrity.

SCHEDULE:

Generally, the Executive Assistant will work normal business hours from 8:00 a.m.-4:30 p.m. Monday – Friday. Flexibility in schedule is necessary from time to time, including working evenings when the Board of Directors or associated committees meet in the evening or an occasional Saturday.

DUTIES INCLUDE BUT ARE NOT LIMITED TO:

  • Compiles information and data for reports and assists in the preparation of statistical and narrative reports for staff and Board of Director meetings
  • Prepares the Executive Director for Board of Director meetings including and not limited to preparing agendas, collecting background documents and prior meeting notes, making food arrangements
  • Maintains proficient knowledge of bylaws, policies and procedures for Dempsey Center Board of Directors.
  • Works with Microsoft Office Suite products to create and edit reports, policy and procedure documents, correspondence, presentations, agendas, minutes
  • Assists with data entry functions related to client and donor database records
  • Records minutes of assigned meetings; distributes minutes within established guidelines
  • Manages communications for the Executive Director and provides quick information in response to requests, knowing who to refer the request to within the organization when appropriate
  • Maintains, monitors and approves bi-weekly PM payroll schedules for a designated group of senior/middle management team members
  • Schedules regular (monthly/bi-weekly) meetings between Executive Director and direct reports.

EXPERIENCE:

Excellent verbal and written communication skills and good command of the English language is required. Demonstrated ability to multi-task at a moderate pace.  Effective project management, planning, and research skills. Self-directed and capable of operating independently and prioritizing workload.  Extremely well organized and efficient with excellent attention to detail and a calm and confident demeanor is required. Capability to be discreet and maintain confidentiality is absolutely essential.A minimum of 5 years of professional work experience  supporting senior level staff required, and working with Board of Directors strongly preferred.

Experience with developing standard work procedures or quality improvement techniques a plus. Advanced knowledge ofMicrosoft Office Suite (Word, Excel, Power Point and Outlook) required.

EDUCATION:

High school diploma or equivalent required.  Associate or Bachelor’s degree in business related field preferred.