If you or someone you know is interested in applying, please submit a brief cover letter and resume by 4:00 pm on Wednesday, April 27, 2011 to hr@biglittlecolorado.org. NO PHONE CALLS PLEASE!
Here's a copy of the job description:
Position Title: Executive Assistant Reports To: VP Operations
Date: April 2011 Department: Operations
FLSA Status: Non-exempt Salary Grade: 5
Starting Salary: $32,000 - $44,800
General Purpose:
Supports the CEO by facilitating interactions with Community and Corporate Executives, and Nonprofit Leaders. Facilitates and coordinates scheduling and ensures CEO has necessary information in advance of all meetings. Provides appointment scheduling for CEO, VP Fund Development, Dir Corp. Partnerships, Dir Individual Giving and VP Operations. The position serves as a key contact for the State Board of Directors and the Associate Board (the “Boards”). Assures accuracy, detail management and discretion in handling all CEO requests. Performs administrative support for the President/CEO, including managing the calendar, preparing correspondence and answering the phone. The successful candidate must be highly attentive to detail; must work with strong emphasis on accuracy and quick turn-around; must be flexible and adaptable; and must be reliable and trustworthy to work in an environment of confidentiality.
Essential Duties/Responsibilities:
• Schedules community appointments for President/CEO and Fund Development Team members including confirming accuracy of appointment time, location, and meeting materials needed; and ensuring communication with meeting participants of any special circumstances or requirements, when known.
• Provides administrative support to President/CEO including tracking deadlines, commitments, meetings, etc. to ensure smooth operation of executive function.
• Provides organizational support for CEO in managing multiple projects and deadlines. Schedules bi-weekly meetings with CEO to manage paper flow and file documents.
• Manages all related functions for Board, Associate Board and Board Governance and Development Committee meetings including: arranging meeting facilities and logistics; notifying participants of time and place; preparing meeting materials and packets; and recording and transcribing meeting minutes. Maintains meeting minutes and contact information for board members.
• Provides support to VP Operations in maintaining corporate governance files.
• Enters information from a variety of sources into Outlook and on occasion Civicore.
• Performs certain office management duties in the absence of the Office Manager such as: sorting and distributing incoming mail, posting outgoing mail and front desk phone coverage, etc.
• Coordinate travel for agency. Book travel for leadership and board members as needed which may include developing itineraries, flight and hotel confirmations etc.
Other Duties/Responsibilities:
• Assists in the coordination and completion of special projects, as assigned by CEO.
• Other responsibilities as may be requested.
Supervisory Duties: none
Job Qualifications:
Knowledge, Skill And Ability:
• Strong written communication skills with the ability to create, compose, and edit clear, concise and quality written materials.
• Attention to detail
• Excellent Multi-tasker with extensive skills in organizing and coordinating multiple projects and deadlines with special attention to organizing electronic and paper files.
• Professional customer service and superior telephone skills.
• Experience with Microsoft Office Suite, with particular strength in Outlook.
• Strong computer skills.
• Experience in effective cross-cultural communications with individuals in various industries, e.g. corporate executives, high-profile spokespersons, low-income families, nonprofit professionals, etc. Ability to work well with all staff, volunteers, and board members as well as outside clients and vendors.
Education Or Formal Training:
• BA/BS preferred.
Experience:
• Minimum five years experience that is directly related to the duties listed above.
Material And Equipment Directly Used:
• Standard office machines and Microsoft Office, Civicore database, Outlook.
• Working Environment/Physical Activities: Standard office setting.
Professional Performance:
• Adhere to all personnel guidelines of the agency.
• Maintain professional standards of performance, demeanor, and appearance at all times; act as a “role Model” both at and away from the agency.
• Maintain a creative, team-building approach to job performance and seek to bring a constructive, problem-solving orientation to all tasks.
• Perform all tasks and responsibilities with attention to detail and in a complete and timely manner, complying with agency guidelines and conforming to the scheduling requirements of the job and program.
• Maintain an awareness of the agency’s mission and work to promote the positive individual and social change goals it embodies.
• Exercise discretion and professional judgment at all times keeping with the responsibilities carried personally and by the agency for the care and welfare of the clients; act with honesty and integrity in all aspects of Agency business.
• Actively strive to upgrade professional skills though engaging in appropriate professional training and experience.
• Actively strive to create and maintain a culturally sensitive and appropriate environment through communication and interaction that demonstrates respect for diversity.
Inclusiveness Statement
BBBSC is dedicated to implementing inclusiveness as a tool to strengthen and enrich every aspect of our organization. BBBSC continually strives to meet the needs and reflect the diversity of the communities we serve by valuing and respecting the individuality of all our employees, volunteers, board members, children, families and community partners.
Equal Employment Opportunity
BBBSC strives to make all personnel decisions without regard to race, creed, age, color, religion, national origin, ancestry, citizenship status, gender, gender expression, marital status, sexual orientation, veteran status, disability, arrest record, or any other protected class as required by applicable law. All employees are expected to actively support these principles and objectives in our work environment and with others with whom we come into contact.
NOTE: This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job. Other duties as assigned.
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