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Executive Assistant

Job Overview
Job Order:JO00018532
Date Posted:Sep 11
Salary:$26.00/Hour
Category:4 - Clerical/Administrative
Metro Area:

Our non profit client is seeking an EXECUTIVE ASSISTANT for their Troy office/

Temporary with potential for direct hire.

SUMMARY

The Executive Assistant serves as the support and information nucleus of the Education Program while providing administrative and project-based assistance to the Managing Director and other team members as assigned.

RESPONSIBILITIES FOR EXECUTIVE ASSISTANT

  • Schedules and coordinates internal and external meetings and convenings (both domestic and international): coordinates calendars and logistics, assembles meeting materials, makes meal arrangements, and confirms appointments for the department.
  • Coordinates business travel, airfare bookings, accommodation arrangements, car services, and Outlook itineraries for both domestic and international travel for the Managing Director and other team members.
  • Assembles Board and/or workgroup materials: finalizes documents and posts to appropriate locations adhering to the processes and deadlines set by the Executive Office.
  • Prepares correspondence, proofreads memos, drafts decline letters, creates charts and excel spreadsheets, and manages contacts and distribution lists.
  • Processes department and team member expenses, prepare expense reports, and resolve discrepancies with Finance.
  • Serves as a first point of contact to internal stakeholders relating to documents and information for the team.
  • Assists program staff with administrative budget tracking, including grants and anticipated grants, and other administrative and learning and evaluation budgets. Researches, assembles and tracks various department information and data accurately.
  • Represents the foundation externally (verbally and in writing) in a highly professional and customer service focused manner.
  • Maintains files and documents and completes special projects as requested by the Managing Director.
  • Provides secondary back-up for telephone support and receptionist activities.
  • This position may require some local off-site work and light travel for the purpose of meeting preparations.
  • Performs other duties as assigned.

EXPERIENCE & EDUCATION FOR EXECUTIVE ASSISTANT

  • High school diploma or Associates degree, including course work in business communications, office management, and related areas.
  • A minimum of three to five years of professional administrative office experience preferred..
  • Strong interpersonal and communication skills necessary to interact as a team member and with company colleagues.
  • Proven advanced experience with updated Microsoft Word, Microsoft Excel, PowerPoint, Outlook, and other office software required.
  • Familiarity with meeting scheduling technology software such as RingCentral.
  • Familiarity with web-based office management technology such as, ADP Workforce Now, ASANA, Box, Concur, DocuSign, Google Docs, and Fluxx preferred.
  • Experience and skill with calendar management and travel arrangements (both domestic and international travel),
  • Strong attention to detail and proofreading skills to ensure effective communication.
  • Highly collaborative approach to working in a team-based environment.
  • Able to balance multiple responsibilities in a high-paced work environment
  • Demonstrated high work quality in a highly detail-oriented role.
  • The ability to maintain confidentiality and practice discretion.

If you are a high performer and would like to work for an equally high performing company and you think the above opportunity is appropriate for you, we invite you to apply to this job and email your resume to rrice@hrsus.com.

We treat all resumes with strict confidentiality. We will always contact you first before submitting your resume to our client(s) for review. If you do not receive correspondence, you are not a fit for this position.

At Harvard Resource Solutions, our talent acquisition team is proud to provide our clients with the most qualified Administrative & Clerical talent in the industry today.