Description: Executive Administrator to Executive Director & President
Executive Administrator Job Purpose: Enhances executive's effectiveness by providing information management support; representing the executive to others. Provide office management for entire team.
Full time position: Monday – Friday, 8:30 a.m. – 4:30 p.m.
Executive Administrator Job Description:
• Produces information by formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Welcomes guests by greeting them, in person or on the telephone; answering or directing inquiries.
• Maintains customer confidence and protects operations by keeping information confidential.
• Completes projects by assigning work to clerical staff; following up on results.
• Prepares reports by collecting and analyzing information.
• Secures information by completing data base backups.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Contributes to team effort by accomplishing related results as needed.
• Preparing documents to put out RFPs for contractors
• Project management and supervising and coordinating work of contractors
• Calculating and comparing costs for required goods or services to achieve maximum value for money
• Directing and planning essential central services such as reception, security, maintenance, mail, archiving, cleaning, catering, waste disposal and recycling
• Ensuring the building meets health and safety requirements
• Planning best allocation and utilization of space and resources for building, or re-organizing current premises
• Checking that agreed work by staff or contractors has been completed satisfactorily and following up on any deficiencies
• Responding appropriately to emergencies or urgent issues as they arise
• Supervise security staff
Requirements:
• Must have advanced knowledge of MS Office Suite applications including MS Word, Excel, PowerPoint, and Outlook
• Have strong organizational, interpersonal, and communication skills
• Be able to multi-task and handle multiple projects under tight deadlines
• Demonstrate ability to interact with all levels within an organization
• Work autonomously, as well as within a team
• Basic accounting knowledge for payables
Qualifications:
Candidate to be at least 21 and a high school or GED graduate. Minimum of 5 years’ experience working in an executive office, office management, operations and facilities management required. Candidate must be able to exercise good judgment, maturity and discretion.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand, walk, talk, hear, and use hands to handle, or feel. The employee frequently is required to reach with hands and arms, and occasionally required to stoop, kneel, or crouch. The employee must frequently lift and/or move up to 10 pounds, and occasionally, up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and depth perception.
Erik Clemons
Executive Director & President
4 Science Park, New Haven, CT 06511
eclemons@conncat.org
www.conncat.org
203-823-9823
Executive Administrator Job Purpose: Enhances executive's effectiveness by providing information management support; representing the executive to others. Provide office management for entire team.
Full time position: Monday – Friday, 8:30 a.m. – 4:30 p.m.
Executive Administrator Job Description:
• Produces information by formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Welcomes guests by greeting them, in person or on the telephone; answering or directing inquiries.
• Maintains customer confidence and protects operations by keeping information confidential.
• Completes projects by assigning work to clerical staff; following up on results.
• Prepares reports by collecting and analyzing information.
• Secures information by completing data base backups.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Contributes to team effort by accomplishing related results as needed.
• Preparing documents to put out RFPs for contractors
• Project management and supervising and coordinating work of contractors
• Calculating and comparing costs for required goods or services to achieve maximum value for money
• Directing and planning essential central services such as reception, security, maintenance, mail, archiving, cleaning, catering, waste disposal and recycling
• Ensuring the building meets health and safety requirements
• Planning best allocation and utilization of space and resources for building, or re-organizing current premises
• Checking that agreed work by staff or contractors has been completed satisfactorily and following up on any deficiencies
• Responding appropriately to emergencies or urgent issues as they arise
• Supervise security staff
Requirements:
• Must have advanced knowledge of MS Office Suite applications including MS Word, Excel, PowerPoint, and Outlook
• Have strong organizational, interpersonal, and communication skills
• Be able to multi-task and handle multiple projects under tight deadlines
• Demonstrate ability to interact with all levels within an organization
• Work autonomously, as well as within a team
• Basic accounting knowledge for payables
Qualifications:
Candidate to be at least 21 and a high school or GED graduate. Minimum of 5 years’ experience working in an executive office, office management, operations and facilities management required. Candidate must be able to exercise good judgment, maturity and discretion.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand, walk, talk, hear, and use hands to handle, or feel. The employee frequently is required to reach with hands and arms, and occasionally required to stoop, kneel, or crouch. The employee must frequently lift and/or move up to 10 pounds, and occasionally, up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and depth perception.
Erik Clemons
Executive Director & President
4 Science Park, New Haven, CT 06511
eclemons@conncat.org
www.conncat.org
203-823-9823
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