Executive Assistant, Advisory, Management and Strategic Services
FirstDay Foundation

Job Info

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It's a great feeling to work for a company that does so much good for others around the world!

Minimum Qualifications:

Education: Required-Associate's degree or Certificate in Office Administration

Preferred Qualifications: Bachelor's degree. Knowledge of Non-Profit administration.

Experience: Required Six (6) years of progressive administrative experience.

Skills: Excellent editing and typing skills (70 WPM).

The ideal candidate for the Executive Administrative position must have excellent written and communication skills, ability to carefully analyze files and data (attention to detail), possess strong organizational skills, ability to multitask and adapt in a fast-paced environment and work collaboratively and independently to achieve stated goals on deadline.

Summary: The Executive Assistant supports multiple Executives within the FirstDay Foundation to assist in the smooth management and operation of assigned programs in accordance with agency policies and procedures and established federal and state requirements and standards.

Critical Action Items:
1. Assist executive leadership with contract and legal affairs, including contract analysis. Analyze contract requirements, special provisions, terms and conditions to ensure compliance with appropriate laws, regulations, corporate polices and business unite procedures.
2. Manage confidential matters for executive leadership.
3. Provide administrative support for executive leadership, board of directors, councils, consultants, and other agency needs.
4. Produce final drafts of minutes, manuals, rosters, grant requests and miscellaneous executive documents.
5. Collect, collate and distribute information and maintain and organize Headquarters data and files.
6. Answer phone calls, direct calls, maintain calendars, schedule meetings, reserve rooms/conference bridges, coordinate meeting travel and logistics, attend and record meetings.
7. Provide financial administrative assistance for invoicing, requisitions, expense reports. Track resources, leases, contract agreements and other relevant programmatic items.
8. Conduct in-depth research as assigned by executives, gather background information, prepare executive summaries and reports.
9. Support the provision of ongoing monitoring results including data on programs
10. Support and participate in staff development, including completion of minimum training requirements as specified in state and federal standards, continuing professional development, and staff wellness initiatives.
11. Manage the purchase order system including tracking receipts and invoices; contacting with vendors, contractors, suppliers, and the Accounting Office; and providing feedback, evaluation, motivation, and direction to staff.
12. Manage the office suite for supplies, equipment, cleanliness, readiness for meetings/conferences etc.
13. Support executive team, as needed, with travel, itineraries, and organizing all background materials in advance.
14. Participate in scheduled meetings, as required.

Other Responsibilities:
1. Manage confidential matters for the President and executive team members including direct and frequent interactions with other executive level leaders.
2. Provide administrative support for Executives including maintaining the office calendar, managing internal and external correspondence, researching topics, analyzing data/files, preparing executive summaries, and coordinating with other departments and external stakeholders.
3. Track resources, leases, contract agreements and other relevant programmatic items for quality assurance.
4. Prepare correspondence, memos, presentations, contracts, charts etc. and proofread copy for spelling/grammar and layout to ensure clarity and accuracy of documents.
5. Supervise volunteers in clerical, data entry and other miscellaneous duties assigned.
6. Maintain confidentiality.
7. Support other special projects and perform other job duties as assigned.
8. Maintain professional and ethical standards of conduct

Measurable Deliverables:
1. Communication inquiries are acknowledged within the same business day.
2. Meet all pre-determined deadlines required by program and federal partners and executive staff.
3. Correspondence and program documentation (e.g., meeting minutes) are grammatically correct and formatted using the established branding.
4. Status reports, determined by ongoing oversight data, are produced for delivery to the governing body quarterly
5. Invoices are requisitioned within 24 hours of receipt.
6. Meet all pre-determined deadlines as required by executive staff.

Requirements:
1. Pass a pre-employment drug screen and random drug screens throughout employment.
2. Provide proof of work eligibility status upon request.
3. Pass a pre-employment and biennial criminal background checks, as required.
4. Demonstrate computer literacy and proficiency in Microsoft Office 365 apps: Excel, PowerPoint, and Word.
5. Demonstrate the ability to:
a. Respond sensitively and competently to the needs of diverse internal and external contacts.
b. Work collaboratively with other staff members, service providers and professionals.
c. Maintain control and professional composure in a fast-paced environment and manage accountability to multiple executive level staff at all times, ability to organize and prioritize duties and responsibilities.
d. Maintain excellent customer service and problem-solving skills to include the ability to be resourceful and think quick on your feet.
e. Work effectively and without intensive supervision both independently and as a member of a multidisciplinary team.
f. Master time management and ability to prioritize.
6. Maintain professional and ethical standards of conduct outlined in employee handbook including demonstrating respect for agency staff, children, and community members and complying with required dress code at all times.
7. Demonstrate a working knowledge of agency policies and procedures.
8. Maintain confidentiality in all areas of program operations.
9. Flexibility to travel, work evenings, weekends and holidays as needed or requested by supervisor.
10. Communicate in writing and verbally in English and Spanish (preferred).

FirstDay Foundation is committed to following immunization recommendations produced by the U.S. Centers for Disease Control (CDC). As such, our company policy requires that all employees must receive an annual Influenza vaccination or obtain an approved exemption from FirstDay Foundation as a medical or religious accommodation. This is a condition of employment, and all new hires will be responsible for providing proof.

Here at FirstDay Foundation, we are dedicated to building a diverse, inclusive, and authentic workplace. Please feel free to apply for this position even if your work experience and education do not align perfectly with every requirement for this job description. You may very well be the perfect candidate for this role or other ones that we have open. Thank you for your interest in joining our mission!

FirstDay Foundation is an Equal Employment Opportunity ("EEO") Employer. It has been and will continue to be a fundamental policy of FirstDay Foundation, not to discriminate on the basis of race, color, religion, gender, gender identity, pregnancy, sexual orientation, age, national origin, alienage or citizenship status, veteran or military status, disability, medical condition, or any other characteristic prohibited by federal, state and/or local laws. This policy applies to all aspects of employment, including hiring, promotion, demotion, compensation, training, working conditions, transfer, job assignments, benefits, layoff, and termination.

English (United States)
If you like to work with people that believe they can make a difference in the world, this is the company for you!

EEO Statement

It our policy to provide equal employment opportunity and treat all employees equally regardless of age, race, creed/religion, color, national origin, immigration status or citizenship status, sexual orientation, military or veteran status, sex/gender, gender identity, gender expression, disability, genetic information or genetic predisposition or carrier status, marital status, partnership status, victim of domestic violence, sexual or other reproductive health decisions, or other characteristics protected by applicable law.

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