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Lancaster, Pennsylvania, United States
Date Posted: 09/04/2010
Job Type: Full-Time
CATEGORY: Exempt, Full-time, Domestic Employee
REPORTS TO: President
LOCATION: Lancaster, PA
The Executive Assistant provides complete administrative and project support to HOPE’s President, as well as acts as Office Manager for HOPE’s Lancaster office.
To promote and fulfill the mission and vision of HOPE International
I. Administrative Support to the President
a. Address telephone, email and letter inquiries directed to President, including drafting correspondence for the President;
b. Maintain schedule and personal contacts of President;
i. Manage details of the President’s often-changing schedule as well as the follow-up of projects with HOPE Executive Team and other HOPE team members;
ii. The President’s schedule changes quickly and having a “can do” attitude and being creative, flexible and resilient will be essential;
c. Assist with administrative tasks and general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing;
d. Prepare and maintain President's expense reports;
e. Meet and greet all of President’s visitors;
f. Coordinate all of President’s meetings through orchestrating conference calls, reserving rooms, making reservations, etc.;
g. Coordinate President’s travel arrangements & coordinate travel arrangements for President’s visitors, as needed;
h. Arrange, attend and take minutes for all Executive Team meetings, as well as coordinate periodic all-day strategic planning sessions for the Executive Team;
i. Understand and foresee needs of President and take initiative in ensuring he/she is able to focus on highest-priority items and issues;
j. Undertake special projects (e.g. distribution of President’s recently published book).
I. Act as Office Manager:
a. Maintain a welcoming and organized office environment:
i. Maintain orderly conference rooms (rearranging, picking up, etc, as needed);
ii. Oversight of trash/recycling receptacles & kitchen appliances (refrigerator, coffee pots, microwave, etc);
iii. Maintenance of office & kitchen supplies, by keeping track of and ordering or picking-up new supplies when needed as well as maintaining orderly closets
iv. Care and oversight of “hosting” materials for luncheons or breakfasts (food platters, table clothes, etc);
v. Coordinate office repairs as necessary (e.g. call electrician when lights go out, etc).
b. Oversee all-staff meetings and coordinate schedules of these meetings;
c. Undertake special projects (e.g., forming and maintaining HOPE library) under the direction of HOPE’s Executive Team.
II. Board support
a. Ensure appropriate meetings and engagement is happening with HOPE’s Board of Directors;
b. Assist Board member Committee Chairs in scheduling sub-committee calls;
c. Coordinate travel arrangements and lodging for HOPE Board members to/from HOPE Board Meetings;
d. Coordinate all setup needed for HOPE Board meetings (reserving conference space, assembling content packets, coordinating meals, etc).
I. Personal confession of faith in Jesus Christ and commitment to the mission and vision of HOPE International;
II. Excellent communication skills, both oral and written;
III. Strong attention to detail;
IV. Bachelor’s degree;
V. Strong analytical and problem-solving skills;
VI. Experience interacting with senior management required;
VII. Familiarity in Microsoft Office, particularly Microsoft Outlook;
VIII. Strong organizational skills, including effective time management and prioritization of competing demands/multiple deadlines; and,
IX. International travel, missions, and/or work experience and strong cross-cultural skills preferred.