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Class Title: Executive Assistant
Position Status: Full Time
FLSA Status: Exempt
Effective Date: January 08
Revised:
General Nature & Scope of Work
Under the general supervision of the President/CEO and Director of Operations
of LINC Housing Inc., the Executive Assistant will provide administrative support
and manage projects, along with functioning as the primary contact to LINC’s
Board of Directors. Will support timely executive department work flow regarding
information, documents and data. Maintains appropriate confidentiality and
discretion in the disclosure of information to the Board of Directors and various
internal employees. Will compose correspondence, screen and direct calls, make
travel arrangements and prepare expense reports. Will schedule internal/external
meetings for the President/CEO and Director of Operations, and assist in
prioritization.
Illustrative Examples of Work/Essential Functions
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Manage calendar of the President/CEO
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Ensure meetings and appointments stay on time
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Provide maps and details for getting to all appointments
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Draft correspondence and other communications for President/CEO
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Sort mail and reading material for President/CEO
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Prioritize signing of documents and checks
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Be the Gatekeeper for President/CEO
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Organize files (email and paper)
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Keep President/CEO supplied with communication material (Annual Reports, Newsletters etc.)
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Keep/obtain receipts-complete reimbursement forms
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Make arrangements for coffee/water/snacks for important guests/meetings
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Keep binders updated for Board/Committee memberships
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Handle initial inquiries regarding speaking engagements
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Handle initial inquiries directed at President/CEO, of a general nature from
Board Members, employees, outside people such as potential partners, complaints
etc.
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Provide benefits information and administration for LINC staff benefit programs
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Act as the point person for benefit form fulfillment & compliance
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Maintain confidential employee personnel files
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Provide new employee orientation
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Procure and inventory of general corporate supplies such as water, sodas
and paper goods
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Collect items for internal Management Meeting agendas, coordinate resolutions as
needed for on-going business with department heads
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Provide liaison to the Board of Directors
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Formulate agendas for approval and coordinate distribution of all meeting materials,
timely and proper preparation and delivery of agenda and presentation materials for
Board meetings
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Take minutes at Board and Board Committee Meetings. Prepare minutes for
appropriate members; maintain permanent record of official minutes and other
proceedings of the Board
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Maintain historical records of Board appointments, terms of office and motions
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Update and issue contact list for Board and Board Committees
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Knowledge, Skills & Abilities
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Excellent writing and grammar skills along with strong verbal skills
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Strong demonstrated diplomatic acumen
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Minimum of five years experience in an administrative role, preferably Executive
Assistant level
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Good analytical skills for problem solving
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Demonstrated ability to work in a team environment
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Possess great attention to detail and follow through
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Superior organizational skills
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Demonstrated ability to prioritize tasks and information quickly and efficiently, as
well as being able to multi-task
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Exhibits excellent dependability and ability to maintain confidentiality
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Accounting, budgeting, supplies, equipment, inventory control and cost control
procedures
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Program planning and implementation
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Very strong computer skills, such as Microsoft, Word, Excel and PowerPoint
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Education & Experience
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BS/BA Degree or equivalent education and experience
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Five+ years ideally working at the executive level administrative support role
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Ideal candidate will have experience working in Non-Profits and Board-related
organization
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Physical Demands/Working Conditions
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Work is performed primarily in an office environment under pressure and
requires the ability to quickly adjust to changing priorities and
demands
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While performing the duties of this job, the employee is frequently required to
sit and use a keyboard
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Travel by various modes of private and commercial transportation within the region
may be required
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Lift up to 10 pounds
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The statements contained in this class specification reflect general details
as necessary to describe the principle functions of this class, the level of
knowledge and skill typically required, and the scope of responsibility, but
should not be considered an all-inclusive listing of work requirements.
Individuals may perform other duties as assigned including work in other
functional areas to cover absences or relief, to equalize peak work periods
or otherwise to balance the work load.
Selection Process
Please forward a cover letter and resume to
jobs@linchousing.org
Executive Assistant Job Posting
Equal Opportunity Employer
It is LINC Housing’s policy to recruit, hire, train, and promote
in all job titles without regard to race, color, religion, sex, gender,
national origin, ancestry, physical or mental disability, age, medical
condition, marital status, military service, sexual orientation, or any
other basis protected by law.
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