Executive Assistant

CLASSIFICATION: Technical/Non-Exempt

REVISION DATE: November 2022

EXPECTATIONS FOR ALL EMPLOYEES:
At Community Action, we fight poverty. In doing so, every team member is responsible for supporting the agency’s mission, vision and values. This includes actively and regularly demonstrating high quality customer service, accountability in all aspects of your position, and respecting the diversity and differences in our staff, customers, and communities. Expected behaviors and qualities include professionalism and competence, active collaboration, effective communication, initiative and innovation, respect, and goal achievement. Team members are to be able, at any time, to provide basic information about the breadth of customer opportunities available through Community Action and to help customers make connections within the organization. Team members are also expected to adhere to the Community Action Partnership Code of Ethics.

POSITION SUMMARY BROAD FUNCTION:

The Executive Assistant provides a variety of direct supports to the Executive Director.
Broad responsibilities include facilitating functions of the governing board and its members, performing clerical and administrative tasks to aid the Executive Director in their daily work, management of the agency’s donor database, and direct engagement with the agency’s overall outreach, marketing, and public relations.

PRINCIPAL DUTIES AND ESSENTIAL FUNCTIONS:

1. Assists the Executive Director in facilitating the work of the agency’s volunteer
Governing Board of Directors: Includes, but is not limited to, managing board calendars and data, arranging for meetings and providing staff support at meetings, communicating with the Board, and, preparing meeting minutes, composing, and preparing reports and correspondence, meeting materials, and other documentation. The Executive Assistant works closely with and effectively to keep the Executive team well informed of upcoming commitments and responsibilities, following up appropriately.

2. Completes a broad variety of administrative tasks for and in concert with the
Executive Director including managing an active calendar of appointments; completing purchase requests and requisitions; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings, reporting and other functions of the Director.

3. Plans, coordinates and ensures the Executive Director’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations

for direct access to the Director. Works closely with and effectively to keep the
Executive Director well informed of upcoming commitments and responsibilities, following up appropriately.

4. Communicates directly with Board members, donors, staff, and others, on matters related to Executive Director’s initiatives and related agency business. Collects signatures from Board of Directors as needed.

5. Determines appropriate course of action, referral, or response on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature.

6. Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive Director’s ability to effectively lead the company.

7. Manages program committee meetings, including scheduling, composing, and preparing meeting minutes, meeting materials, reports, correspondence, and other documentation for all meetings.

8. Creates information for website, social networking, special event invitations, agency outreach materials and print media as directed.

9. Prepares reports as directed, and, as appropriate within the agency’s Fiscal
Policies and deemed allowable by the Executive Director, has the authority to sign routine documents and approvals on behalf of the Executive Director.

10. Provide clerical support for the agency by processing incoming/outgoing mail, preparing correspondence, reviewing, and processing bills, filing, and scanning, preparing reports, monitoring/tracking information and tracking office supplies and equipment.

11. Offer support with agency projects including Annual Meetings, Community
Action Month, and staff appreciation activities.

12. Manages a variety of special projects for the Executive Director.

ADDITIONAL DUTIES AND RESPONSIBLITIES:

1. Maintains a clean, uncluttered, organized and labeled office space. Updates notebooks, document storage, and procedure manuals as necessary so that others can easily locate and utilize information in the absence of the Executive Assistant.

2. Seeks continual quality improvement in the processes used to complete the duties outlined in this job description. Shares quality improvement ideas with the supervisor regularly.

3. Supports an effective work climate by maintaining professional, courteous and friendly behavior. Participates in group discussions, completes assignments in a timely manner and avoids unproductive gossip and inappropriate comments, gestures or symbols. Demonstrates loyalty to the department and agency and serves as a positive example for co-workers and customers.

4. Performs other duties as assigned by the supervisor and assists with other departments and agency functions as required.

AUTHORITY AND ACCOUNTABILITY:
The Executive Assistant is delegated full authority necessary for the effective performance of all assigned responsibilities-subject to the restrictions, requirements, and terms of the Corporation’s policies and procedures, applicable local, state and federal laws; and the dictates of sound business judgment, prudence and ethical conduct. Where the duties of this position are delegated to other staff or volunteers, the Executive
Assistant is fully accountable for his/her performance, which will be measured against these standards and as well as against specific goals as outlined in semi-annual evaluations.

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Position requirements include, but are not necessarily limited to:

High school diploma or GED.
At least three years of related experience and/or training.
Proficiency with typical office machinery and software, including strong skills with Microsoft Word, Excel, 365, and other Office products.
Successful and demonstrated experience in preparing outreach materials and managing social media outlets.
Demonstrated experience successfully working with confidential materials and information.
High degree of organizational and written and oral communication skills.
Previous experience in multilingual work environments and providing translation services helpful and preferred.
This position requires driving agency-owned motor vehicles and will be subject to the standards outlined by our corporation’s motor vehicle insurance policy.
SALARY:
Salary: Grade 3 $16.09 minimum

Board approved salary range based on education, experience, and budget capability- 40 hours per week.
Must be available to work evenings and/or weekends as needed to serve the needs of individual families, the program and/or agency.

This job description and the statements are intended to describe the general nature and level of work being performed by individuals assigned to this position. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. The duties outlined in this position description may change as the position, program and/or agency evolves. All changes/adjustments to starting salary will be reflected on agency Change of Status forms.

Job Type: Full-time

Salary: From $16.09 per hour

Benefits:

401(k)
401(k) matching
Dental insurance
Employee assistance program
Flexible spending account
Health insurance
Life insurance
Paid time off
Vision insurance
Schedule:

8 hour shift
Monday to Friday
Weekend availability
Ability to commute/relocate:

Topeka, KS 66605: Reliably commute or planning to relocate before starting work (Required)
Experience:

Microsoft Excel: 3 years (Required)
administrative work: 3 years (Required)
Work Location: One location

Apply online at https://www.indeed.com/job/executive-assistant-2663b2cdb220f464.