Administrative Assistant

Administrative Assistant

Purpose of the position

The primary purpose of this position is to provide administrative support to the Vice President and Directors in the Programs department. The Administrative Assistant executes various administrative tasks crucial to the efficient operation of the department and handles critical and confidential details and data. The Assistant works in a fast-paced team environment with strong organizational skills and a proven ability to adhere to strict deadlines and complete work accurately. The Assistant demonstrates a solid working knowledge of EOs structure, including policies and procedures, as well as extensive secretarial function, knowledge, and ability.
Essential functions

– Support the Vice President and Directors with scheduling and department communication
– Manage calendars and schedule meetings and appointments with internal staff, external stakeholders, and volunteers. Ensure that all necessary support and arrangements are provided
– Prepare meeting agendas and meeting packets; provide meeting notices with materials and logistical information to meeting participants
– Record meeting minutes and action items; provide follow-up information and action items to meeting participants
– Accurately and efficiently enter data through a variety of software and internet portals
– Maintain department files
– Assist in planning events
– Assist in the preparation of grant financial reports
– Book travel arrangements
– Complete and submit purchase distribution forms
– Enter information from purchase distribution forms into budget tracking sheets for grants
– Ensure purchase distribution reports are copied and filed in correct digital grant notebooks in a timely manner
– Track credit card purchases
– Prepare, proofread, and edit correspondence, reports and other materials for errors, punctuation, and format accuracy
– Along with all staff, provide support for EO events and other special projects

Competencies

– Strong commitment to maintaining integrity and confidentiality of all organizational information
– Experience working with projects of different scales and various levels of complexity
– Excellent critical thinking, analytical skills, and judgment required
– Self-starter and detail-oriented
– Good team player, energetic and positive attitude required
– High level of trust, integrity and ethics

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– Advanced understanding and experience in a variety of computer applications, including the use of the Internet and Microsoft Office products
– Ability to work in a fast-paced environment
– Ability to work with ambiguity and under tight schedules
– Multi-tasking, initiative, ability to work independently and set priorities are a must
– Excellent verbal and written communication skills, including grammar and proof-reading
– Working knowledge of office equipment (computers, printers, copiers, conference phones)

Work environment

This position is based in the Abingdon, Virginia office.

Physical demands

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to use hands to finger, handle, or feel. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
Position type and expected hours of work

Employee should be able to work core hours of 8:00 AM to 5:00 PM, with occasional meetings, events, and possible emergencies outside of core hours.
Travel required

The ideal candidate will reside in the EO service area and be available to attend early morning, evening, and/or weekend meetings and should be able to travel independently where needed.

Certificates, licenses, regis rations required

– Valid drivers license and automobile insurance
– Reliable high-speed home internet.

Required education and experience

– High school diploma or GED
– Three years of experience providing administrative support

Preferred education and experience

– Two- or four-year college degree preferred

Affirmative Action/EEO statement

EO is an equal employment opportunity employer. Qualified applicants will be considered for vacancies without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, marital status, pregnancy, childbirth or related medical conditions including lactation, age, or status as a veteran or other category protected under applicable state or municipal law. EO will reasonably accommodate the disabilities of qualified applicants to permit them to perform the essential functions of the subject position.

Other duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.