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Manage all aspects and work with YWCA El Paso del Norte Board of Directors
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Mails timely and complete Board Packets
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Maintains current lists of Board of Directors and Committees
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Works with Board secretary to assure accurate timely minutes of Board Meetings.
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Maintains Board files, minutes and correspondence
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Arranges for monthly Board meetings and other activities as required.
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Invoices Board dues and maintains records of payments.
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Maintains database of Board and Committee service, tenure and eligibility. Maintains organization charts for Board and CEO staff.
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Maintains Executives’ appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
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Creates and develops all correspondence, reports, lists and proposals as requested.
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Writes and edits e-mails, drafts memos and prepares communications on the C-Suite behalf.
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Organize meetings, including scheduling, sending reminders and organizing catering when necessary.
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Maintains corporate calendar and action items consistent with bylaws and articles of incorporation of YWCA El Paso Del Norte Region, YWCA of El Paso Foundation and YWCA Community Development Corporation.
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Maintains all corporate deadlines to help ensure timely submissions
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Maintains all files and ensures timely and accurate filing system
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Ensures data entry is accurate and supports CEO with stewardship coordination and management to ensure accuracy of system data, entry, and donor profiles.
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Compiles program department reports for meetings within the agency and for the Board.
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Prepares reports by collecting and analyzing information.
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Responsible for maintaining and gathering meeting minutes, rosters and other items as necessary
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Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
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Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
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Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
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Maintains customer confidence and protects operations by keeping information confidential.
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Makes all travel arrangements.
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Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
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Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
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Works with committee chairpersons by providing them with information related to their committees and assists them with administrative support. Maintains and updates SharePoint/Shared Files with committee documents.
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Ensures that minutes are recorded and filed per policy.
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Develops committee agendas and reports for the Board and Executive Committee Meetings of the YWCA El Paso Board
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Maintains all records of regional and annual meetings. Coordinates all travel arrangements for the Executives and Board.
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Assist with Kronos management for the CEO.
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Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques
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Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies
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Contributes to team effort by accomplishing related results as needed.
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Other duties as assigned.
Three (3) to five (5) years’ experience in office administration, accounting, or related complex clerical work; or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities.
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Or any equivalent combination of education, experience, and training which provides the required knowledge, skills, and abilities.
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Must have working knowledge of schedule management, bookkeeping practices and accepted office management procedures.
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Must be able to perform mathematical computations with reasonable speed and accuracy with and without mechanical assistance.
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Ability to prepare financial and other records of moderate complexity in a neat, legible manner required.
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Ability to understand and follow complex verbal and written instructions and technical or legal terminology necessary.
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Must be able to work flexible schedule and be available to work extended hours as needed.
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Fluency in English required. and fluency in Spanish preferred.
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Must be able to establish and maintain effective working relationships with a professional demeanor at all times with co-workers, the public, volunteers, Board members, participants, and others.
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High degree of confidentiality required for this position.
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Proficiency in operation of PC computer and MS software including advanced knowledge of Word and Access, Excel and PowerPoint.
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Must accurately type 50 words per minute.
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Must have access to personal vehicle with required liability insurance and valid driver’s license.
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Proven experience as an executive administrative assistant, senior executive assistant or in other secretarial position
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Full comprehension of office management systems and procedures
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High Proficiency in writing
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Exemplary planning and time management skills
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Up to date with advancements in office gadgets and applications
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Ability to multitask and prioritize daily workload
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Excellent organizational skills
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High level verbal and written communications skills
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Discretion and confidentiality
