Description

POSITION TITLE:  Executive Assistant

REPORTS TO:  Executive Director/Director of Human Resources

POSITION DESCRIPTION SUMMARY: The Executive Assistant manages the donor data base, personnel data management, provides support for Human Resources and Executive Director and coordinates, meetings, trainings and events.

ESSENTIAL JOB FUNCTIONS:

·      Manage the development of a strong donor data records management system including donor entry, gift management records, donor background/appointment information and relationships.

·      Provide administrative support to the Executive Director, including coordinating meetings and events, scheduling and preparing materials and documents.

·      Support Human Resource management data base including posting job information, managing changes in employee records and providing other administrative support for human resources.

·      Prepare thank you notes/gift acknowledgements within 48 hours of receipt, including cash and in-kind contributions.

·      Develop social media content, communication and marketing materials as requested.

·      Provide support for community awareness activities and fund raising events.

·      Maintain records for the board of directors.

·      Support the manage the maintenance of the MailChimp data bases including updates for changes to staff, donors, community partners. 

·      Coordinate in kind donation acceptance and record keeping

·      Coordinate tours of the programs and speaking engagements/presentations.

·      Prepare reports, power points or other documents as required. 

·      Participate in department meetings and the development of strategic department initiatives.

Requirements

MINIMUM QUALIFICATIONS

·       Ideally a BA in communications, marketing or data management.  An AA or technical school training with experience will be considered.

·       A minimum of 2 years of experience preferred; prior nonprofit experience ideal.

·       Experience working with and supporting a team.

·       Excellent ability to communicate and work effectively with a variety of internal and external stakeholders.

·       Outstanding organizational and communication skills.

·       Ability to work on a daily basis utilizing standard office equipment.

·       Ability to use computer system, software and to work well with technology.

·       Ability to use independent judgment, analytical/decision-making skills, verbal and written communication skills, human relations skills, team working skills, and organizational skills.

·    This position consists of frequent sitting and/or standing for extended periods of time.

Summary

GENERAL AREAS OF RESPONSIBILITY:

It is the responsibility of each employee to:

• Understand and support ASAC’s mission.
• Adhere to ASAC policies and procedures, and to all applicable city, state and federal laws and regulations.
• Maintain strict confidentiality, in accordance with HIPAA and 42CFR
• Display a professional attitude towards and treat all other employees, referral sources, funders, volunteers, visitors, patients and their families with dignity and respect at all times.
• Demonstrates good communication with, including but not limited to: supervisor, colleagues, co-workers patient/family members, community members, management staff, and other stakeholders.
• Demonstrate good attendance and punctuality for all work related events.
• Demonstrate involvement as a team member, regardless of where primary duties lie, by positively contributing to the overall agency operations.
• Submit paperwork and meet job responsibility deadlines as assigned.
• Participate in training and development that enhances skills and ability to advance in the field.
• Know and perform job duties in a safe manner.
• Perform all other duties as assigned by supervisors and/or management staff.