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Job Opening - Assistant to the Executive Director - Downtown College Prep, SJ

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  • slgerth
    Please email Shawn Gerth, Director of HR & Operations with resume and cover letter. Summary: The Administrative Assistant to the Executive Director will
    Message 1 of 1 , Feb 14, 2011
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      Please email Shawn Gerth, Director of HR & Operations with resume and cover letter.

      The Administrative Assistant to the Executive Director will provide all types of support to the Executive Director—from filing expense reimbursements to developing research summaries. The successful candidate will be capable of working with minimal guidance, comfortable with continuously changing tasks, detail oriented, and able to maintain the highest level of confidentiality.

      Office Administration
      • Ensure accurate monthly submittal of expense reports for Executive Director
      • Order, receive, and file office supplies
      • Maintain orderly files and records for Executive Director
      • Maintain all directories for Executive Director
      • Coordinate and prepare for meetings with visitors

      Board Meetings
      • Manage communication between Board of Directors and Executive Director
      • Prepare meeting packets and documentation
      • Coordinate with staff about meeting presentations
      • Provide and set up food/water for board meeting

      • Ensure accurate and relevant information on organization website
      • Coordinate with graphic designers and printers regarding marketing material
      • Arrange/develop additional marketing material for Executive Director based on opportunity/need
      • Coordinate with media contacts regarding marketing opportunities

      Fund Development
      • Maintain donor database
      • Enter donations into donor database and provide accompanying documentation to Controller
      • Maintain donor files and paper documentation for compliance purposes
      • Prepare receipts for donors

      Research and Data
      • Compile data for monthly Academic Dashboard
      • Generate tables, graphs, or other visuals to be used in marketing or other materials
      • Conduct internet research on specified topics and prepare concise reports or data summaries on research

      Strategic Planning and Organizational Development
      • Organize events/opportunities to engage DCP stakeholders in critical decisions re: organization/school activity or culture
      • Document and sort data in order to make informed choices about options

      Additional Duties:
      • Other duties as assigned

      Minimum Physical Requirements:
      • Navigate from office to file rooms and file student information in each location with two rest periods and one meal period in an 8 hour shift

      Job Specifications:
      • Experience in office administration highly preferred
      • Proficient with Word, Excel, PowerPoint
      • Experience managing databases
      • Proven track record managing multiple projects; highly organized
      • Responsiveness, attention to detail are essential, and a customer service orientation in assisting and collaborating with other staff in the efficient execution of the organization's mission
      • Maintain the highest level of confidentiality

      This position is NON-EXEMPT as provided in applicable law

      Note: The above statements are intended to describe the general nature and level of work being performed. This is not intended to be an all-inclusive list of all duties, skills and responsibilities required in this position.
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