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Executive Administrative Assistant
Sacramento, California, United States
Date Posted: 08/11/2010
Job Type: Full-Time
Definition: Working under the supervision of the Executive Director, the full-time
Administrative Assistant oversees all office procedures as assigned by the Executive Director. Company is a large non-profit organization headquartered in Sacramento, CA, with offices in Los Angeles, Orange, and Solano counties. Salary is commensurate with experience.
Duties and Responsibilities:
1. Oversee all aspects of general office coordination.
2. Maintain Executive Director’s calendar.
3. Maintain confidentiality in all aspects of client, staff and agency information.
4. Interact with clients, vendors and staff.
5. Open, sort and distribute incoming correspondence, including faxes and email.
6. Sign for and distribute FedEx or similarly delivered packages.
7. Prepare responses to correspondence.
8. Perform general clerical duties to include, but not limited to, taking dictation, bookkeeping, copying, faxing, mailing and filing.
9. File and retrieve organizational documents, records and reports.
10. Coordinate and maintain records for staff, office space, and office keys.
11. Some budget preparation and retention of personnel information.
12. Create and modify documents such as reports, memos, and letters using word processing, spreadsheet, database and/or other presentation software such as Microsoft Office or other programs.
13. May conduct research, compile data and prepare papers for consideration and presentation to the Executive Director, staff and Board of Directors.
14. Set up and coordinate meetings and conferences.
15. Prepare agendas and make arrangements for committee, Board or other meetings.
16. Interact with the organization’s Board of Directors.
17. Attend Board, committee meetings or other meetings as requested in order to record minutes.
18. Compile, transcribe and distribute minutes of meetings.
19. Make travel arrangements for Executive Director and board.
20. Arrange for the repair and maintenance of office equipment.
21. Support staff in assigned project-based work.
22. May supervise interns and reception staff.
23. Assist with overall maintenance of the organization and its offices.
24. Other duties as assigned by Executive Director.
Knowledge, Skills and Abilities:
1. Computer literate.
2. Good writing, analytical and problem-solving skills.
3. Knowledge of principles and practices of organization, planning, records management and general administration.
4. Ability to communicate effectively.
5. Ability to operate standard office equipment, including but not limited to, computers, telephone systems, typewriters, calculators, copiers and facsimile machines.
6. Ability to follow oral and written instructions.
1. At least five (5) years experience in general office responsibilities and procedures.
2. Must be computer literate.
3. Knowledge of principles and practices of basic office management and organization.
4. Knowledge of the basic principles and practices of bookkeeping.
5. Ability to work well either alone or as part of a team.
6. Bachelor’s degree in related field is a plus.