Position:  Executive Assistant

 

Purpose of Position:

 

Provide administrative support to the President of REACH and assist in managing the REACH office.  Perform a wide range of administrative support duties that include managing calendars; arranging travel for the President; assisting in the planning and coordination of meetings; managing company accounting submissions; ensuring that the office supplies are maintained and ordered and assisting the office staff in day-to-day operations and special projects.

 

Examples of Duties:

 

  • Responsible for general administrative support activities including preparing documents and presentations, processing incoming and outgoing correspondence, scheduling appointments, sending meeting notices, and maintaining electronic and hard files.
  •  Provide general office support including maintaining inter-office communications, fielding phone inquiries, mail coordination, ordering of office supplies, operation and upkeep of office equipment / building, and sending / receiving shipments.
  • Answer President’s phone line and the office main line.
  • Manage and maintain the President’s calendar.
  • Make travel arrangements for the President and occasionally the Producer staff. 
  • Responsible for accounts payable coding (sent to REACH accountant - includes frequent trips to and from accountant’s office and company bank).
  • Prepare and submit invoices, purchase orders, check requests and expense reports for President as needed (filing and maintaining scanned copies).
  • Consistently maintain company credit card expenses.
  • Establish and maintain filing systems.
  • Create and maintain contact lists and other databases.
  • Plan meetings as required (including preparation of materials, meeting notifications, catering).
  • Managing and organizing all HR paperwork (employee absences, insurance documentation, HRA expenses, etc.) for contracted and salaried employees.
  • Communicate with IT and phone company regarding all office IT and phone needs.
  • Undertake other duties and special projects as assigned.
  • Maintain company website with updates and changes as needed
  •  Maintain company social media sites

 

Supportive Functions: See above.

 

Minimum Requirements: N/A

 

Specific Knowledge, Skill and Ability:

  •  Excellent computer skills (including MS Word, Excel, and Outlook) with ability to quickly learn new programs as needed
  • Superior verbal and written communication skills
  •  Superior organizational and administrative skills
  • Ability to work independently with little supervision, handle multiple tasks simultaneously, establish priorities, meet deadlines, and solve problems as they arise
  • Excellent proof reading and editing ability
  •  Must be able to handle confidential matters with absolute discretion  
  • Able to learn basics of Squarespace to manage company website and update as needed
  •  Proficient knowledge of social media engagement tactics and ability to put together company social media plan

 

Education: College degree or equivalent preferred.

 

Experience: Experience preferred but not required.

 

Start Date:  By October 3rd, 2016

 

Salary / Benefits:       

·       Exact salary to be determined

·       $250.00 (monthly) Health Reimbursement Account with the company after the first 6 months

·       Ten (10) days annual vacation time w/rollover

·       Approximately ten (10) paid holidays

·       Ten (10) sick days

 

If interested, please fill out the form below and include a cover letter with your resume with references. 

 

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