Admin & Office Manager/ Executive Assistant Job at KENTUCKY RIGHT TO LIFE AN

Position Profile:

Professional Office Management/Executive Assistant 

Hours for the position and salary are negotiable depending on experience. (will consider - hybrid and 3/4 time working hours)

Selected for the position, the candidate/new employee is hired with the expectation that they are technologically savvy, goal orientated and motivated with a passion for our mission.

Duties include providing support to the executive director, assisting in daily office needs, and managing the company’s general administrative activities and coordinating volunteers when working on specific projects.

The successful Administrator should ensure the efficient and smooth day-to-day operation of the office. The successful Executive Assistant is a trusted member of the Executive Director’s team. You are the Exec’s gatekeeper, traffic control, communications coordinator and go to person and the most trusted and integral member of the Exec’s team. The most important function of Executive Assistant is their ability to keep the Exec Director organized, informed, and prepared for anything that comes their way.

(It was once said that great Office Administrators/Executive Assistants are like a Swiss Army Knife; able to solve a range of tasks with the right tool at the right moment)

Responsibilities

• Attention to detain and excellent communication skills written and verbal
• Ability to multitask and prioritize daily responsibilities
• Skilled at prioritizing and completing task independently
• Proven experience as an Office Administrator, Executive Administrative Assistant, Senior Executive Assistant or in other comparable position. Detailed, focus and attention as part of the Executive Director’s team.
• Full comprehension of office management systems and procedures
• Excellent knowledge of MS Office, Quickbooks, Constant Contact and online charitable giving/ donor software ( are a plus)
• Exemplary planning and time management skills
• Up-to-date with advancements in office gadgets and applications
• Discretion and confidentiality

Office Administrator/Executive Assistant Responsibilities

• Oversee and support all administrative duties in the office and ensure that office is operating smoothly
• Manage office supplies inventory and place orders as necessary
• Perform receptionist duties: greet visitors, and answer and direct phone calls
• Receive and sort incoming mail and deliveries, and manage outgoing mail
• Develop office policies and procedures, and ensure they are implemented appropriately.
• Assist with managing and maintaining IT infrastructure, MS, Quickbooks and accounting systems
• Manage office budget, receipt and donations, including timely follow up acknowledgments and basic day to day bookkeeping
• Insure all bills are paid in a timely manner
• Insure all deposits and donations are correctly recorded
• Identify opportunities for process and office management improvements, and design and implement new systems
• Other duties as directed

Executive Assistant particular responsibilities

• Provide administrative support to executive director, prepare, proofread and formate correspondence, email review and operate as executive director’s email traffic control, donor acknowledgments, correspondence with Chapters, maintaining executive director’s calendar including scheduling individual and group meetings, maintaining calendars, doing research, and creating reports for director and Boards. Media Alerts, Lobbying reports and filings, participate in event planning and other duties as directed.

Qualifications for Office Administrator/Executive Assistant

• 2-5 years of work experience in an administrative/office management role
• Must have exceptional attention to detail
• Strong organizational and time management skills, and ability to prioritize
• Must be a self-starter and driven
• Excellent communication and interpersonal skills
• Strong problem-solving skills and analytical abilities
• Must be proficient with Microsoft Office and Google products, quickbooks, and (constant contact a plus)