EXECUTIVE ASSISTANT
Remote
JOB DESCRIPTION
The Executive Assistant will be responsible for all organizational support for the CEO. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks, will be exceedingly well organized and flexible, and will enjoy the administrative challenges of supporting a small office of diverse people and programs. This individual must be able to function effectively in a variety of roles within a dynamic environment under minimum supervision.
This position requires frequent communication and coordination with the FREE Team as well as the CEO.
RESPONSIBILITIES
Assist the CEO with his daily schedule and duties, which include:
Provide general administrative support to the FREE team to include:
Perform general office/facilities management duties to include:
Assist with various payroll and human resources functions to include:
Perform accounts payable processing and other basic accounting functions to include:
MUST- HAVES
Personal Characteristics:
The successful candidate will be:
WHO WE ARE
Freedom House Reentry Education and Employment Corporation (FREE) is a nonprofit organization providing reentry services to formerly incarcerated adults, veterans, and caring social services for their children. FREE is a registered 501(c)(3) nonprofit organization in California and New York.
Remote
JOB DESCRIPTION
The Executive Assistant will be responsible for all organizational support for the CEO. The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks, will be exceedingly well organized and flexible, and will enjoy the administrative challenges of supporting a small office of diverse people and programs. This individual must be able to function effectively in a variety of roles within a dynamic environment under minimum supervision.
This position requires frequent communication and coordination with the FREE Team as well as the CEO.
RESPONSIBILITIES
Assist the CEO with his daily schedule and duties, which include:
- Coordinate executive communications, including taking calls, responding to emails and interfacing with organizational contacts
- Prepare internal and external documents for team members and organizational partners
- Schedule meetings and appointments and manage travel itineraries
- Arrangements for local and national events, such as fundraising events and community events
- Preparing funding/program reports, letters, financial statements, and other documents
- Answering phones and routing calls to the correct person or taking messages
- Researching and conducting data to prepare documents for review and presentation to boards of directors, committees, and internal/external meetings
- Helping prepare for meetings
- Accurately recording minutes from meetings
Provide general administrative support to the FREE team to include:
- Receiving and interacting with visitors
- Answering and managing incoming calls
- Maintaining paper and online records and defining procedures for their retention, protection, retrieval, transfer and disposal
- Arranging meetings and conference calls (including coordinating all meeting logistics, developing agendas and meeting materials, etc.)
- Drafting correspondence and presentations
- Provide daily support to staff as needed
Perform general office/facilities management duties to include:
- Managing the inventory of office supplies, and ensuring that costs are appropriately managed
- Planning space allocations, layouts, and floor moves as required; arranging for and supervising building maintenance
- Scheduling and supervising office maintenance, maintaining office facilities and equipment by assisting with procurement and routine maintenance and upkeep
Assist with various payroll and human resources functions to include:
- Entering new employees into the payroll system
- Maintaining required and voluntary payroll deductions in the payroll system
- Perform initial processing of bi-monthly payroll, including timesheet review
- Running supplemental payroll reports as needed
- Posting position openings to job sites and managing flow of incoming candidate applications
- Ordering background checks on potential new hires
- Assisting new employees with their orientation to the organization, benefits enrollment, and tax forms
- Maintaining human resources files in accordance with laws, regulations, and established standards.
Perform accounts payable processing and other basic accounting functions to include:
- Reconciling invoices and filling out payments request with proper coding
- Assist with entering and processing approved payments
- Developing and maintaining files
- Developing and maintaining various financial databases and reports
MUST- HAVES
- 4+ years of solid administrative experience in an office setting
- Prior experience with non-profit organizations, and/or working in a start-up business environment (preferred)
- Excellent verbal and written communications, networking, and presentation skills (in English)
- Excellent organizational skills and attention to detail
- Demonstrated ability to manage complex tasks and prioritize competing demands in order to meet deadlines
- Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
- Foreign language skills in Spanish (preferred)
Personal Characteristics:
The successful candidate will be:
- Committed to, and enthusiastic about the mission and vision of FREE
- A strategic thinker who is adept at multi-tasking in fast paced environment, able to plan, prioritize, and organize individual and group activities and processes
- Outgoing, straightforward, and creative
- Able to work independently and take initiative
- Results and detailed oriented
- An adaptable, flexible problem-solver
- Team-focused, enjoy working as part of an active group of highly engaged individuals, sharing information readily with co-workers, and listening to and respecting others; able and willing to assist co-workers in the development of their own professional skills in order to ensure the team’s success
- A person who presents a high degree of maturity, honesty, trust, sophistication, and integrity and cultivates these qualities in others.
WHO WE ARE
Freedom House Reentry Education and Employment Corporation (FREE) is a nonprofit organization providing reentry services to formerly incarcerated adults, veterans, and caring social services for their children. FREE is a registered 501(c)(3) nonprofit organization in California and New York.
