Executive Administrator
Roanoke, TX
Part-Time Mon-Thurs/Fri 9am-2pm
Job Description
The role is to give immediate administrative support and help to the Executive Team. In addition to administrative support this role will also help with hosting on-site events and meetings on behalf of the Executive Team. This role will work closely with the Executive Director and Chairman of the Board to provide effective service to the organization for the achievement of the organization’s goals and objectives.
Duties and Responsibilities:
- Provide Executive Support: Support the Executive Team with administration, communication, coordinator and projects. This includes schedule meetings, preparing agendas, organizing and taking notes, keeping key dates and deliverables and hosting. Additionally, they will assist in Project Management, oversight of the SOS Calendar and keeping multiple timelines across a variety of departments.
- Administrative and Clerical Duties: Serve as a key point of contact for visitors, partners, and donors. Answer incoming calls and direct them appropriately. Manage correspondence by responding to emails in a timely manner and sorting mail as well as conducting administrative errands as needed. For visitors, offer a drink, introduce others in the area and show them the restroom. When necessary, making guest arrangements to include food orders and reservations.
- Reporting, Documenting and Administrative Support: Assist in organizing and keeping files up to date and in best-practices. Assist in preparing timely and accurate reports in support of the Executive Team. Type and prepare documents, editing and proofreading, making/designing pieces and proposals.
- Data Entry and Record Keeping: Accurately input and maintain data in digital and physical records, databases and spreadsheets, ensuring data integrity and confidentiality. Such tasks include but are not limited to record donations/contributions in Salesforce, Gift-In-Kind activity, and manage staff expense reports.
- Event Support: Provide event support for all special events as a function of supporting the Executive Team.
- Office Coordination & Maintenance: Assist in coordinating people, spaces and communication across the team, serving as a point of contact and reference for day-to-day office operations and people support. Helping keep the office prepared and ready for meetings and events. This includes ensuring there is strong internal communication especially when portions of the team are out of the country. This includes weekly snapshots of meetings, tasks and action items and shared and space calendars and ensuring spaces are ready for meetings.
- Other duties as assigned
Qualifications:
- 5-7 year experience with strong administrative support.
- Proficient in Microsoft Office Suite (Word, Excel,PowerPoint) as well as Google Suite.
- Strong organizational and time management skills.
- Excellent verbal and written communication skills.
- Ability to prioritize tasks and work under pressure.
- Attention to detail and accuracy.
- Professional and friendly demeanor.
- Proven experience in an administrative role, preferably in a small business setting.
- Knowledge of office equipment (phones, copier/printer, laptops)
- Bilingual preferred (Spanish).
Please submit a resume and cover letter to hr@sosresponds.org
*Please note, this is not a remote position, it is an in-person position at our offices in Roanoke, TX.