POSITION TITLE: Executive Administrative Assistant
STATUS: Full-time
REPORTS TO: Executive Director
SALARY: $22.00 - $25.00, based on experience

We are searching for an Executive Administrative Assistant for a Not-for-Profit client located in St. Louis City. This is a temp-to-hire position. Start as early May 1!

JOB SUMMARY
The Executive Administrative Assistant (EAA) will be a management professional that handles and manages the communication and schedules of the Executive Director (ED) and other agency leaders. The EAA sets priority for their phone calls and emails, along with scheduling meetings and arranging business events. EAA is responsible for assisting the ED with setting schedules for each working day and performing other administrative tasks to ensure the ED is positioned to perform well. The EAA provides confidential administrative and clerical support in sensitive areas such as human resources, banking, payroll, employment records and bill payment on behalf of the ED and the leadership team. With significant independence, this position interacts with a diverse group of important external partners, board of directors, funders, and visitors as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize a diversified workload and recommend changes in office practices or procedures to promote best practices.

ESSENTIAL FUNCTION

• Be a positive ambassador for the agency and the Executive Director
• Act as primary point of contact for employees, clients, and external parties
• Greet visitors and conduct agency tours
• Attend board meetings to capture key notes and minutes
• Answer telephone calls, respond to basic questions or refer calls to appropriate staff or offer referrals for further handling
• Manage and maintain essential files to ensure contract compliance, audit, and tax preparation. Review, respond or route as needed
• Facilitate maintenance of landscaping, snow removal and security contracts by closely collaborating with the ED
• Perform a variety of administrative tasks including creating board meeting packets, scheduling, reporting, and tracking information, with an eye toward improving process efficiency, policy compliance, and document management through electronic means
• Creates email, PowerPoints, and graphs
• Coordinates with accountants on bookkeeping matters
• Processes donations in a timely manner
• Perform clerical duties such as typing, filing, and scheduling including coordination of meetings, travel, and conferences; obtain supplies, coordinate direct mailings, update and correct contracts and proposals and work on special projects

EXPERIENCE & KNOWLEDGE

• Associates Degree required
• Minimum of 5 years administrative support experience
• Advance user of Microsoft Word, PowerPoint and Excel
• Judicial in protecting confidential information about donors and clients
• Culturally competent and sensitive to the issues facing low-income, urban households
• Preference for working in a faith-based environment
• Expresses solid communication and writing skills to include grammar, spelling, and punctuation
• Ability to proof documents for grammar, clarity, and accuracy relative to written standards and customs
• Able to take and follow instructions, document and manage documented processes; prioritize competing demands, multi-task, and budget time to maintain precision and timeline for multiple ongoing processes