FFC Executive Administrative Assistant
Free for Charity - State College, PA
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FFC Executive Administrative Assistant Job Purpose: To provide support for top level executives increasing the organizational efficiency though accepting, completing, and improving upon delegated tasks. Roles and Responsibilities Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments. Answering and directing calls to appropriate executives and parties, taking messages. Greeting visitors and determining access to appropriate parties. Overseeing administrative policies within an organization and within the office; recommending changes as appropriate. Opening, sorting, and distributing correspondence, including email, faxes, and snail mail. Reading and analyzing submissions, letters, agendas, memos and determining significance; routing to appropriate personnel in a timely and efficient manner. Prepare reports, collect and analyze information; prepare presentations. Develop and utilize historical information; provide retrieval of information. Record meeting discussions and provide minutes. Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary. Ensure operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment. Provide payroll processing. Answer questions regarding payroll. Provide quarterly tax reports and filing. Maintain knowledge by attending professional and technical educational seminars and workshops; review publications; establish professional and personal networks within the industry. Participate in societies relative to the business. Data analysis; Proficient in Access, MS Office 365 e.g. (Word, Excel, Outlook). Perform filtering and sorting of data, in Microsoft Power BI and other functions. Coordinate finances, assist with budget preparation. Train clerical staff / volunteers on office equipment, policies and procedures, arrange for setup on new computers and logging of new employees in database. Meet with special interest groups or individuals on behalf of executives. Prepare executive responses to routine memos, letters, or correspondence. Prepare checks / invoices for signature and review. Provide clerical and general office support to other offices. Delegate tasks and responsibilities to other staff members when appropriate. Prepare and develop a records management system; maintain and recommend changes to records system when appropriate. Interact with customers when appropriate and problem solve. Document complaints and develop an appropriate course of action. Report problems to executives when they cannot be resolved for attention. Evaluate policies to ensure they are in compliance with charity rules and mission. Qualifications B.S. in Management or related field (4 additional years of experience in lue of a degree) 3+ years administrative support or executive assistance Problem solving ability Advanced MS Office / Microsoft Office 365 experience Preferred Qualifications Experience with Salesforce Experience with Agile system of task management in Microsoft Planner Experience in Quickbooks Online (QBO) accounting, payroll, or finance preferred 1 year experience in human resources Supervisory experience
Created: 2024-09-23