Primary Responsibilities:
· Acts as confidential assistant, managing calendars and schedules for the ED, and the BoD.
· Provides administrative support to ED, CFO and BoD including attendance at all board and committee meetings, preparing minutes, handling correspondence, disseminating information, drafting and organizing documents, researching information and preparing for presentations. Responds to routine inquiries, including drafting memos, letters, requests for meetings, materials, and other related areas; handles confidential and sensitive matters with discretion. Manages timesheet data for ED, as well as expense reports and reimbursements for ED. Manages Zoom account for ED.
· Organizes meetings, travel, conferences etc. with Board members, donors and prospective donors, Agency staff, visitors and vendors/community partners. Helps with management of meeting rooms.
· Greets visitors, sets up meeting rooms, arranges for refreshments, and assists with cleaning after meetings.
· Opens, sorts and routes mail for ED; may draft written responses and/or replies via phone or email as indicated and authorized.
· Provides support to ED and CFO as necessary with routine agency tasks including bank deposits, document delivery, etc. Travel to locations to collect deposits and to bring back to main office for processing.
· Assists with Agency events and activities, works independently and with teams on special projects at the request of the ED or CFO.
· Provides back-up coverage for front desk and remains current on hotline procedures and appropriate response to callers.
· Maintains a professional environment in the office, conference rooms and lobby area of the administrative offices. Maintains office supply inventory, coordinates servicing of office equipment etc.
· Acts as Cell-Phone Program coordinator for all Agency staff. The Cell Phone Program includes maintaining user accounts, maximizing account savings through careful assignment of phone options, and managing replacements and repairs.
· Assist the Agency by collecting receipts related to American Express purchases, organizing, and performing basic data entry into spreadsheets.
· Manage the Agency Gift Card Inventory list and coordinate with program staff when gift cards are requested, including managing the Agency Bus Pass process.
· Performs other reasonable duties and work-related tasks and projects as assigned by the ED and/or CFO.
Experience/Requirements:
- Minimum of three years’ experience in an administrative assistance capacity demonstrating increasing responsibility.
- Experience with the executive level preferred.
- Excellent verbal and written communication skills, good public relations skills.
- Office organization and general office skills – Microsoft Office Suite
- Experience working in a mid-sized not-for-profit agency/organization preferred.
- Dedication to the mission of the House of Ruth.
- Ability to understand intimate partner violence and how it affects the client population.
- Ability to work with people from different backgrounds.
- Clean driving record and reliable transportation needed.
- Ability to pass a criminal background check.
- Confidential treatment of Agency information.