Part-time Executive Assistant (Executive Office)

Feed The Children - Oklahoma City, OK (30+ days ago)4.0


At Feed the Children we know the value of outstanding people. More importantly we want to find the right individuals to join our team. We pride ourselves on providing our employees with an environment conducive for productive, rewarding, long-term employment.

Already one of our country’s most recognizable brands, Feed the Children is being rebuilt from the ground up. We are accredited by GuideStar Exchange and the BBB Wise giving Alliance. By banding together to defeat hunger, Feed the Children will one day create a world where no child goes to bed hungry.

We are currently in search of a part-time Executive Assistant to join our Executive team! The Executive Assistant to the Executive Office will provide administrative services essential to the mission of Feed the Children and the day-to-day-operation of the Executive Office. This position will assist the Executive Leadership Team with logistical, administrative and communication processes to develop, organize and accomplish the mission and objectives of Feed The Children. They will assist the Senior Management Team by being resourceful, adaptable and able to determine independently what business, requests, circumstances, issues, communications and/or decisions require the personal attention of the senior management and direct those matters accordingly.

Job Requirements:
Education

Bachelor’s degree or equivalent experience preferred

Experience

3+ years of executive assistant or administrative management experience or its equivalent in a professional office environment.

Experience in non-profit work preferred.

Project management experience preferred.

Must have the ability to manage multiple tasks and competing deadlines while maintaining a professional demeanor.

Must have a high attention to detail with excellent follow-up, be self-motivated, proactive, and solution focused.

Must have the ability to establish and maintain a comprehensive record-keeping system and office procedures.

Must be able to express self effectively and concisely, both orally and in writing.

Must be tactful and effectively deal with the public and staff and work independently with general direction.

Must be able to maintain a high level of confidentiality.

Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job may be considered.

Essential Job Functions:
Manages the calendar of the Executive Leadership Team which will include but is not limited to scheduling and organizing meetings and all logistical activities. Organizes high level executive retreats, teleconferences and Skype for executive team.

Establishes and manages the Executive physical office including all electronic and hard copy files, computer and telephonic equipment.

Acts as backup liaison to the Board of Directors, Executive staff, FTC staff and the general public to ensure the delivery of relevant information, adherence to timelines, reporting, project completion, and issue resolution. Assists in Preparing Board of Director documents for board meetings. Book travel for all Board of Director members and assists with expenses.

Organizes and maintains documents related to the Executive Leadership Team’s direct reports, including time off requests and maintenance of electronic and hard copy files. Prepare travel requests for the Executive Leadership Team and assist with expense reports as required.

Prepares correspondence for the Executive Leadership Team as requested. Reviews, manages, and evaluates internal and external communications in confidence to identify items requiring priority attention; independently responds to general correspondence of a routine nature.

Performs special projects as needed or directed.

Maintains regular attendance and punctuality which are critical in order to complete the day to day tasks of this position.

Provides backup support and assistance to other Executive Assistants as necessary.

Other Duties

Performs general clerical duties to include, but not limited to, bookkeeping, organizing, copying, faxing, mailing, answering phones and filing both hard copies and electronic copies.

Performs other related duties as required.

Knowledge, Skills and Abilities:
Computer Skills – Intermediate skills using Microsoft Office products Word, Excel, PowerPoint and Outlook.

Customer Service - Manages difficult or emotional customer situations; respond promptly to customer needs; solicit customer feedback to improve service; respond to requests for service and assistance; meet commitments.

English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Oral Communication - Speak clearly, persuasively and professionally in positive or negative situations; listen and gets clarification; Respond well to questions; demonstrate group presentation skills; participate in meetings.

Written Communication - Write clearly and informatively; edit work for spelling and grammar; vary writing style to meet needs; present numerical data effectively; able to read and interpret written information.

Teamwork - Balance team and individual responsibilities; exhibit objectivity and openness to others' views; give and welcome feedback; contribute to building a positive team spirit; put success of team above own interests; able to build morale and group commitments to goals and objectives; support everyone's efforts to succeed.

Ethics - Treat people with respect; keep commitments; inspires the trust of others; works with integrity and ethically; upholds organizational values.

Reasoning -Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form; ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands - The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Working Conditions:
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is frequently required to walk and use hands and fingers. The employee is occasionally required to stand and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds.

Works in a normal office environment where there are few physical discomforts associated with changes in the weather or noise, dust, dirt and the like.

The incumbent’s working conditions are typically moderately quiet.