Executive Administrative Assistant
JOB DESCRIPTION
Job Title: Executive Administrative Assistant
Job Type: Full-Time, Non-Exempt
Reports to: Officers, Management and supports to Senior Leadership Team
Position Summary
LIFE Camp Inc. is here to empower youth, promote wellness, and keep our communities safe. Founded in 2002, Life Camp supports youth and families in South East Queens to thrive through programs and services offered by the Crisis Management System and beyond. LIFE Camp is a growing organization, with great staff committed to preventing and reducing gun violence and promoting health and wellness. Join our team today and show the world, Peace is a Lifestyle.
LIFE Camp is seeking a talented Executive Administrative who is a team player, competent in project management and event planning, and who will provide high-level administrative support to the Executive Director and LIFE Camp Executive team by conducting research, preparing reports, handling information requests, performing clerical functions, receiving visitors, arranging conference calls and scheduling meetings. The Executive Assistant will work directly with the Executive Director and will be responsible for performing a number of administrative duties.
Position Responsibilities
● Organize and schedule meetings and appointments
● Act as the administrative point person between the Executive Director and internal/external demands
● Manage sensitive matters with a high level of confidentiality and discretion
● Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of the organization
● Arrange and coordinate travel and accommodations for executives. Prepare expense reports
● Screen incoming calls and emails, take and deliver accurate and detailed messages and notes; respond to requests in a timely fashion
● Organize and schedule meetings and appointments, resolving any scheduling issues
● Be responsive to emails/texts/phone calls, with contact outside of normal business hours
● Manage the Executive's contacts
● Manage executives’ schedules, calendars bookings and appointments and provide daily digest
● Conserves executive’s time by reading, researching, and routing correspondence
● Maintain confidentiality of organization proprietary information
● Record, type and distribute meeting minutes when needed
● Use project management tools to keep Executive team on track with competing deadlines
● Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution
● Maintain records management database systems as needed
● Participate actively in the planning and execution of company events
● Complete ad hoc projects as assigned - such as personal events and/or family needs
● Carryout other duties assigned by Executive Director
Requirements:
● Proven office management, administrative or assistant experience
● Knowledge of office management responsibilities, systems and procedures
● Excellent time management skills and ability to multitask and prioritize work
● Attention to detail and problem solving skills
● Excellent written and verbal communication skills, excellent grammar skills
● Experienced event coordinator
● Strong organizational and project management skills
● Proficient in MS Office, Gsuite, project management tools and social media management
● Knowledge of business and management principles
● Computer skills and knowledge of office software package