Full-time

+ Executive Assistant

Job Location: Sojourner House Drop-In Center (Providence)

Reports to: Executive Director

Position: Full-time; 9:00 a.m. to 5:00 p.m. Monday -- Friday

Salary: $17 to $19 an hour, depending on experience. Eligible for employee benefits, including accrued vacation/sick/personal time, paid vacations, health/dental insurance, and a 401(k) plan.

BASIC FUNCTION: The Executive Assistant will be based out of the Providence office, and her/his primary responsibility is to provide management support to the agency and to assist the Executive Director with administrative tasks.

Responsibilities Include:

  • Assist in the daily operations of the office;
  • Institute and oversee office policies and procedures;
  • Assist with answering the Providence office’s hotline;
  • Read, research, and compile requested data;
  • Collect and organize information (e.g. create spreadsheets);
  • Initiate telecommunications;
  • Make bank deposits and assist with mailing of invoices to vendors;
  • Oversee office equipment and maintenance needs, including working with our IT staff to troubleshoot technology issues;
  • Welcome guests and clients by greeting them, in person or on the telephone; and answer or direct inquiries;
  • Schedule and oversee office maintenance, contracts and vendors. Ensure operation of equipment by completing preventive maintenance requirements; follow manufacturer's instructions; troubleshoot malfunctions; call for repairs; maintain equipment inventories; evaluate new equipment and techniques;
  • Draft accurate and timely correspondence;
  • Return phone calls and schedule meetings as necessary;
  • Maintain office supplies inventory by checking stock to determine inventory level; anticipate needed supplies; evaluate new office products; place and expedite orders for supplies; verify receipt of supplies;
  • Assist with the delivery of in-kind donations to different locations;
  • Assist with data collection, including managing donor contact information;
  • Maintain accurate records of donors and assist with regular correspondence to donors;
  • Assist with individual donor fundraising tasks, which may include the following:
    • Preparing mass mailings,
    • Locating donor contact information;
    • Drafting and mailing donor correspondence, and
    • Scheduling donor meetings.
  • Organize and maintain spreadsheets of confidential information;
  • Other related duties as assigned.

Requirements:

  • Bachelor's Degree or equivalent
  • Demonstrated previous experience with administrative work in an office setting
  • Comfort and familiarity with speaking on the phone
  • Ability to work sensitively with diverse populations
  • Ability to work with confidential information
  • Excellent written and oral communication skills
  • Superior organizational skills and the ability to multi-task
  • Ability to work in a fast-paced environment with competing priorities, responding to requests in a timely manner
  • Computer skills: knowledge of MS Office, database management and Excel
  • Knowledge of office systems and processes
  • Access to a reliable vehicle

Application Deadline: Friday, May 11, 2018 In your cover letter please detail how you meet the requirements of the job (be sure to explain what previous administrative experience you have).

Part-time

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