Executive Assistant Job at Robert Half in Kansas City

We are offering a short term contract employment opportunity for an Executive Assistant in KANSAS CITY, Missouri. The successful candidate will join our team in a non-profit organization and will play a crucial role in maintaining smooth office operations, managing calendars, and facilitating communication between key organization contacts. 14+ Weeks long.

Responsibilities:

• Ensure effective calendar management, including arranging appointments and meetings for the President & CEO and other key employees

• Efficiently coordinate and administer front desk tasks, including answering incoming calls and welcoming on-site visitors

• Oversee and manage board and committee meetings, from securing locations to providing hospitality

• Carry out maintenance and organization of shared office areas, ensuring availability of supplies and proper functioning of office equipment

• Handle the mailing of monthly birthday cards, donor acknowledgements, and accounts payable checks

• Maintain office records diligently, adhering to existing procedures for printed and online documents

• Assist the Director of Development and Development coordinator with updates to the donor database

• Manage daily deposits and postings of contributions to the bank and donor database, including the preparation of thank you letters

• Process accounts payable vouchers for approval, print payments, and mail payments

• Oversee credit card expenses including tracking receipts, reconciling statements, and preparing vouchers

• Ensure timely payment of bills by managing all accounts payable and accounts receivable files

• Coordinate the ordering of gift cards for assistance programs in collaboration with the Director of Finance.

• Proficiency in Concur software for managing travel and expenses
• Experienced in the use of CRM systems for tracking client interactions
• Demonstrated ability in Calendar Management to organize and schedule appointments
• Strong communication skills for composing emails, drafting memos, and liaising with various departments
• Experienced in coordinating and facilitating Conference Calls across different time zones
• Skilled in detail oriented Correspondence, both written and verbal, with internal and external stakeholders
• Familiarity with Accounts Payable (AP) processes, including invoice processing
• Experience in handling Approved Invoices, ensuring timely and accurate payments
• Proven ability in Donor Communication, maintaining positive relationships with key contributors.