Executive Administrative Assistant

Alameda, CA
Full-time
Salary: $16.00 to $19.00 /hour


POSITION: Executive Assistant

DIVISION: Administration

REPORTS TO: Human Resources Manager

FLSA CLASSIFICATION: Non Exempt

PRIMARY FUNCTION

Under the joint supervision of the HR Manager and Executive Director, the Executive Assistant is responsible for handling reception and office support duties for the Executive Director (ED), including answering and directing phone calls, scheduling, deliveries, and providing all administrative support as needed on behalf of the ED.

DESCRIPTION OF DUTIES

  • Creates and maintains a welcoming, flexible, and professional gatekeeping system for visitors and staff seeking the Executive Director.
  • Supervise or receive and relay all incoming calls, take messages, facilitate internal and external agency communications for ED as requested.
  • Provide administrative/clerical support to Executive Director
  • Schedule Conference calls, meetings, and other schedules as needed by ED.
  • Pick up and sort mail, handle mail deliveries to other properties on a daily basis.
  • Provide occasional clerical and admin support to other Admin Department projects.
  • Other duties as assigned, including short term projects supervised by the HR Manager. This is a new and evolving position, flexibility is highly desirable.

QUALIFICATIONS & EXPERIENCE

  • Prior experience as an Executive Assistant or other relevant experience
  • Demonstrated ability to create, adapt, maintain, and improve systems with little supervision.
  • Excellent phone and personal communication skills for dealing with clients, staff, the Board, and the public in a professional and compassionate manner.

ESSENTIAL FUNCTIONS & SKILLS

  • Ability to work independently
  • Ability to prioritize work and meet deadlines
  • Ability to work effectively in high-stress situations
  • Ability to be detail oriented
  • Ability to sit for long periods of time
  • Good Interpersonal Skills; relating to guests, vendors, and staff in a professional manner.
  • Good communication skills including written and verbal
  • Ability to learn new tasks and/or systems
  • Occasional lifting of 10-20 pounds

This job description does not promise or imply that the functions listed are the only duties to be performed or that the position may not change or be eliminated. Employees are always expected to follow their supervisor’s instructions and to perform the tasks requested by their supervisors

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