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Executive Assistant/Office Manager

Job Description
Organization: 
The Action Center
Organization Type: 
501(c)(3)
Job Location: 
Denver Metro
Type of Job: 
Full-time
Job Category: 
Administrative
Job Description: 

This position provides executive and project support to the Executive Director and administrative support to other members of the Director team.  This position will manage the scheduling and management of the Executive Director’s calendar, including setting up calls, community meetings and speaking engagements; material preparation for meetings; take and disseminate meeting minutes; and follow up on action items and project status from staff and others. Additionally, this position may be asked to research, compile, and analyze data, and document findings related to special requests and initiatives.

In addition to supporting the organization’s leadership, this role is responsible for the smooth day to day operations of front office activities; oversees common use areas and manages the administrative, phone and reception area volunteers; creates and manages the annual office administration budget.  This individual should have great interpersonal skills and be able to work across all levels of the organization being able to respond equally well to our participants, volunteers, staff, board of directors and donors.

Areas of Responsibility

Executive Support

  • Provide administrative and project level support to Executive Director and Director Team
  • Assist with the maintenance of the ED’s calendar and the scheduling of meetings and appointments
  • Provide pro-active support to set up community meetings and speaking engagements for ED and Director of Development
  • Assist with information finding, gathering and dissemination in response to written and phone inquiries for the Executive Director.
  • Lead special projects and initiatives including research, analysis, and development of recommendations for review by ED and Leadership team.
  • Manage status reporting and tracking of key metrics and special projects
  • Maintain materials and documentation for Board of Directors; board meeting preparation and follow-up

Administration

  • Develop, update, and maintain all office administrative procedures and policies
  • Create and manage the annual office administration budget.  Regularly review department expenditures to ensure alignment with the budget.
  • Create and maintain an office furniture inventory. Also work with Director of IT to create and maintain equipment inventory.
  • Recommend additional technology and tools to improve efficiency and effectiveness of employees (equipment locations, supplies locations, technology, process improvements, etc.)
  • Support the Development team with data entry and gift processing during busy season
  • Complete expense reports for members of the Director team.
  • Respond to calls regarding donations drives (schedule pick-ups and drop-offs on In-Kind Donations calendar
  • Provide Notary Public service as needed.
  • Attend and support agency events such as the annual meeting, fund raising events and seasonal prevention programs

Office Management

  • Ensure the smooth day-to-day operation of the administrative office by developing and implementing effective and efficient processes, procedures, and controls
  • Maintain all general office and staff areas, office files and records
  • Ensure office mail distribution; office supplies and materials meet required levels; office equipment maintenance and repair
  • Monitor and measure service standards, and ensure adherence to policies and procedures. 
  • Other duties as assigned.

Leadership and Management

  • Oversee and manage office and phone reception desk staff and volunteers. 
  • Evaluate team performance and identify opportunities for improvement
  • Provide frequent feedback and coaching. Identify needed training.
  • Ensure sufficient office and administrative coverage at all times
  • Provide recognition and rewards to team to build team spirit and morale

SUPERVISORY

This position supervises:

  • Office and phone desk volunteers
  • Program Service Support volunteer
  • eBay volunteers

PERSONAL CONTACTS AND PURPOSE

This position regularly interacts with staff, volunteers, donors, board members, vendors and visitors.

PHYSICAL DEMANDS

Normal physical activity associated with an office environment.  Lifting up to 25 pounds and some physical activity is required to manage book sorting and eBay areas. 

WORK ENVIRONMENT

Work is primarily in an office and an in-kind donations environment.

Requirements/Qualifications
  • Three or more years of successful experience in an Executive Assistant role working or other similar position
  • Bilingual and Bicultural experience is a plus
  • Three or more years of experience successfully managing staff in a business operations or office environment
  • Licensed Colorado Notary, or become one within three months of hire
  • Exceptional communication skills, highly developed interpersonal skills and experience dealing with the public and all levels within an organization
  • Reliability, resiliency and discretion required
  • Analytical, detail-oriented, decisive and highly organized
  • Demonstrated leadership and initiative in resolving problems and developing work methods, and ensure quality and timeliness of projects
  • Able to coordinate several activities at once, quickly analyze and resolve specific problems, and manage to deadlines
  • Must be able to maintain a high level of volunteer engagement, and comfortable establishing objectives, planning, organizing and achieving results through others
  • Ability to exercise flexibility in managing time and work independently
  • Demonstrated experience developing business partnerships and working with service providers; comfort with reviewing bids and negotiating contracts
  • Excellent computer skills including Word, Excel, Adobe and databases
  • Ability to operate standard office equipment
Compensation/Benefits
Compensation: 

 $42,500 to $50,000 Annual Salary

Benefits: 

Eligible for Employer paid Medical, Dental, Vision, Life, Long-Term Disability, EAP, Vacation, Sick, and Personal paid time off. Voluntary benefits include Short-Term Disability, 401(k) Plan, FSA, AFLAC, and LegalShield.

How To Apply

Please submit a cover letter AND resume to [email protected]

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

The Action Center is an equal opportunity employer.

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