Job Information
Free for Charity FFC Executive Administrative Assistant in State College, Pennsylvania
FFC Executive Administrative Assistant
Job Purpose: To provide support for top level executives increasing the organizational efficiency though accepting, completing, and improving upon delegated tasks.
Roles and Responsibilities
- Manage and maintain executive schedules, including scheduling travel and conferences, making appointments, and making changes to appointments.
- Answering and directing calls to appropriate executives and parties, taking messages.
- Greeting visitors and determining access to appropriate parties.
- Overseeing administrative policies within an organization and within the office; recommending changes as appropriate.
- Opening, sorting, and distributing correspondence, including email, faxes, and snail mail.
- Reading and analyzing submissions, letters, agendas, memos and determining significance; routing to appropriate personnel in a timely and efficient manner.
- Prepare reports, collect and analyze information; prepare presentations.
- Develop and utilize historical information; provide retrieval of information. Record meeting discussions and provide minutes.
- Maintain inventory and office supplies. Anticipate office needs; evaluate new office products; place and often expedite orders when necessary.
- Ensure operation of office equipment, order maintenance when necessary. Troubleshoot malfunction of office equipment.
- Provide payroll processing. Answer questions regarding payroll. Provide quarterly tax reports and filing.
- Maintain knowledge by attending professional and technical educational seminars and workshops; review publications; establish professional and personal networks within the industry. Participate in societies relative to the business.
- Data analysis; Proficient in Access, MS Office 365 e.g. (Word, Excel, Outlook). Perform filtering and sorting of data, in Microsoft Power BI and other functions.
- Coordinate finances, assist with budget preparation.
- Train clerical staff / volunteers on office equipment, policies and procedures, arrange for setup on new computers and logging of new employees in database.
- Meet with special interest groups or individuals on behalf of executives.
- Prepare executive responses to routine memos, letters, or correspondence.
- Prepare checks / invoices for signature and review.
- Provide clerical and general office support to other offices. Delegate tasks and responsibilities to other staff members when appropriate.
- Prepare and develop a records management system; maintain and recommend changes to records system when appropriate.
- Interact with customers when appropriate and problem solve. Document complaints and develop an appropriate course of action. Report problems to executives when they cannot be resolved for attention.
- Evaluate policies to ensure they are in compliance with charity rules and mission.
Qualifications
- B.S. in Management or related field (4 additional years of experience in lue of a degree)
- 3+ years administrative support or executive assistance
- Problem solving ability
- Advanced MS Office / Microsoft Office 365 experience
Preferred Qualifications
- Experience with Salesforce
- Experience with Agile system of task management in Microsoft Planner
- Experience in Quickbooks Online (QBO) accounting, payroll, or finance preferred
- 1 year experience in human resources
Supervisory experience