Executive Assistant
Provides administrative and secretarial support for the President/CEO.
Coordinates Richmond Board activities and oversees various record maintenance and processing functions for the Agency.
Under the supervision of the President/CEO, coordinates development.
Solicits and provides appropriate follow-up for in-kind contributions.
Manages the fundraising database and generates reports and queries.
Assists with financial and donor analysis, donor relations, and the major gift programs.
The Executive Assistant demonstrates knowledge of Richmonds quality mission, vision, and values.
In addition, this position actively participates in quality improvement projects (e.
g.
, communicating issues, offering suggestions) to ensure ongoing excellence of services, programs and staff to maximize the quality of life for individuals supported by RCS.
Essential Duties1.
Provides direct administrative and secretarial assistance to the President/CEO.
This includes typing and data entry of various letters, reports, memos, etc.
, which may include sensitive and confidential information concerning the affairs of the Agency and the professional and personal performance of staff.
Maintains organized and professional work areas for self and the President/CEO.
2.
Manages the daily activities of the President's office.
Exercises independent judgment and responds on behalf of the President/CEO as appropriate, to provide information, schedule appointments, answer and screen telephone calls, take messages and/or refer calls to appropriate people.
This may include contact with members of the Richmond Board of Directors, public officials, families, outside agency administrators, etc.
3.
Independently composes business letters, memos and reports and completes special projects as assigned.
4.
Under the direction of the President/CEO, prepares Richmond Board of Director member information packets for Board meetings and various other Board subcommittee meetings.
Coordinates all Board meetings by planning, confirming attendance, disseminating appropriate information, etc.
5.
Creates project databases and runs reports (Excel and Access).
6.
Coordinates details and makes all arrangements for executive meetings as assigned.
Ensures that all appropriate staff and others are informed of schedules and said arrangements via telephone and written communication.
7.
Attends management and other meetings as required.
Takes minutes and distributes same with pertinent follow-up dates for issues discussed.
Ensures minutes are filed appropriately.
8.
Creates and maintains confidential and other files for the President/CEO.
Creates, organizes, and maintains electronic filing system for correspondence, contracts, policies, Board and management minutes, governmental notices and other items identified by the President.
9.
Assumes direct responsibility for completion of administrative and/or secretarial projects/job tasks for management staff, as necessary, in a manner that does not interfere with the timely completion of assignments delegated by the President/CEO.
Photocopies and/or distributes various documents, memos, and letters as necessary.
10.
Monitors the functioning of the office equipment and requests/arranges for repairs as needed.
This includes copiers, fax machines, postage meter, cellular telephones, etc.
Ensures proper paycheck distribution and appropriate use of postage meter, fax machine, cellular telephones, and copiers.
11.
Updates and maintains various reports and office manuals (e.
g.
staff telephone directory, Census Report, room listing for individuals served, etc.
) by performing manual and/or computer data entry of changes as necessary.
12.
Maintains the Agency Policies/Procedures Library, ensuring adequate supply of current policies/procedures and accessibility/distribution of same to appropriate staff.
13.
Maintains the Agency Forms Library, ensuring adequate supply of relevant forms and accessibility/distribution of same to appropriate staff.
14.
Ensures appropriate follow-up for all tribute gifts, major gifts, grants, etc.
This includes gift acknowledgement, contact with contributors, and updating the database.
15.
Generates donor and financial analysis reports such as cash receipts journal, gift-to-date, major gift and personal touch points reports.
Forwards financial reports to Finance at regularly scheduled intervals and reconciles discrepancies as needed.
16.
Assists in coordinating company events.
This includes generating targeted constituent mailings and development of marketing materials.
17.
Supervises volunteer committee members on the day of company events.
Ensures that all related activities e.
g.
, registration, reservations, managing on-site logistics, auction packages, bid sheets, etc.
are operational.
18.
Coordinates photo opportunities such as dedications, ribbon cuttings, and small receptions.
Notifies public relations (PR) firm of the event and provides photos and relevant identifying data for press releases.
19.
Initiates follow-up on all monetary or in-kind pledges via telephone or written correspondence to ensure payment and provides timely reports to Finance.
20.
Maintains and develops relationships with volunteers, business associates, and prospects.
21.
Provides front desk coverage as needed22.
Other duties as assigned by the President/CEOQualifications & Minimum RequirementsEducation:
Bachelors Degree in Business or related field required,
Experience:
3-5 years administrative experience required
2
years working for senior management level required
2
years working in marketing capacity preferred Other:
Access to a vehicle to travel between Agency sites.
RCS123 Recommended Skills Accounting Administration Communication Confidentiality Data Entry Databases Estimated Salary: $20 to $28 per hour based on qualifications.
Coordinates Richmond Board activities and oversees various record maintenance and processing functions for the Agency.
Under the supervision of the President/CEO, coordinates development.
Solicits and provides appropriate follow-up for in-kind contributions.
Manages the fundraising database and generates reports and queries.
Assists with financial and donor analysis, donor relations, and the major gift programs.
The Executive Assistant demonstrates knowledge of Richmonds quality mission, vision, and values.
In addition, this position actively participates in quality improvement projects (e.
g.
, communicating issues, offering suggestions) to ensure ongoing excellence of services, programs and staff to maximize the quality of life for individuals supported by RCS.
Essential Duties1.
Provides direct administrative and secretarial assistance to the President/CEO.
This includes typing and data entry of various letters, reports, memos, etc.
, which may include sensitive and confidential information concerning the affairs of the Agency and the professional and personal performance of staff.
Maintains organized and professional work areas for self and the President/CEO.
2.
Manages the daily activities of the President's office.
Exercises independent judgment and responds on behalf of the President/CEO as appropriate, to provide information, schedule appointments, answer and screen telephone calls, take messages and/or refer calls to appropriate people.
This may include contact with members of the Richmond Board of Directors, public officials, families, outside agency administrators, etc.
3.
Independently composes business letters, memos and reports and completes special projects as assigned.
4.
Under the direction of the President/CEO, prepares Richmond Board of Director member information packets for Board meetings and various other Board subcommittee meetings.
Coordinates all Board meetings by planning, confirming attendance, disseminating appropriate information, etc.
5.
Creates project databases and runs reports (Excel and Access).
6.
Coordinates details and makes all arrangements for executive meetings as assigned.
Ensures that all appropriate staff and others are informed of schedules and said arrangements via telephone and written communication.
7.
Attends management and other meetings as required.
Takes minutes and distributes same with pertinent follow-up dates for issues discussed.
Ensures minutes are filed appropriately.
8.
Creates and maintains confidential and other files for the President/CEO.
Creates, organizes, and maintains electronic filing system for correspondence, contracts, policies, Board and management minutes, governmental notices and other items identified by the President.
9.
Assumes direct responsibility for completion of administrative and/or secretarial projects/job tasks for management staff, as necessary, in a manner that does not interfere with the timely completion of assignments delegated by the President/CEO.
Photocopies and/or distributes various documents, memos, and letters as necessary.
10.
Monitors the functioning of the office equipment and requests/arranges for repairs as needed.
This includes copiers, fax machines, postage meter, cellular telephones, etc.
Ensures proper paycheck distribution and appropriate use of postage meter, fax machine, cellular telephones, and copiers.
11.
Updates and maintains various reports and office manuals (e.
g.
staff telephone directory, Census Report, room listing for individuals served, etc.
) by performing manual and/or computer data entry of changes as necessary.
12.
Maintains the Agency Policies/Procedures Library, ensuring adequate supply of current policies/procedures and accessibility/distribution of same to appropriate staff.
13.
Maintains the Agency Forms Library, ensuring adequate supply of relevant forms and accessibility/distribution of same to appropriate staff.
14.
Ensures appropriate follow-up for all tribute gifts, major gifts, grants, etc.
This includes gift acknowledgement, contact with contributors, and updating the database.
15.
Generates donor and financial analysis reports such as cash receipts journal, gift-to-date, major gift and personal touch points reports.
Forwards financial reports to Finance at regularly scheduled intervals and reconciles discrepancies as needed.
16.
Assists in coordinating company events.
This includes generating targeted constituent mailings and development of marketing materials.
17.
Supervises volunteer committee members on the day of company events.
Ensures that all related activities e.
g.
, registration, reservations, managing on-site logistics, auction packages, bid sheets, etc.
are operational.
18.
Coordinates photo opportunities such as dedications, ribbon cuttings, and small receptions.
Notifies public relations (PR) firm of the event and provides photos and relevant identifying data for press releases.
19.
Initiates follow-up on all monetary or in-kind pledges via telephone or written correspondence to ensure payment and provides timely reports to Finance.
20.
Maintains and develops relationships with volunteers, business associates, and prospects.
21.
Provides front desk coverage as needed22.
Other duties as assigned by the President/CEOQualifications & Minimum RequirementsEducation:
Bachelors Degree in Business or related field required,
Experience:
3-5 years administrative experience required
2
years working for senior management level required
2
years working in marketing capacity preferred Other:
Access to a vehicle to travel between Agency sites.
RCS123 Recommended Skills Accounting Administration Communication Confidentiality Data Entry Databases Estimated Salary: $20 to $28 per hour based on qualifications.
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