• Executive Administrative Assistant -Part Time

    Abilities United, Inc.Palo Alto, CA

    Job #438785357

  • Are you looking for a part-time Executive Administrative role in a non-profit environment? If so, Abilities United has a unique opportunity to provide support to the CEO and VP HR. We looking for someone who understands a non-profit environment and efficiently ensures all organizational duties are carried out in a timely manner. Must be able to work appropriately with highly confidential matters and must operate discreetly with the highest level of professionalism and discretion.

    ESSENTIAL DUTIES FOR POSITION:

    • Accurately manage proactively all calendars for CEO and VP HR, Board of Directors, Committees of Board.

    • Scan incoming CEO email and sort/respond as directed. Independent judgement necessary to prioritize and draft email reply correspondence for CEO.

    • Manage all aspects of the CEO's communication with discretion and confidentiality. Know style and key players and handle accordingly

    • Drafts correspondence such as letters and emails on behalf of CEO, VP HR and Finance where appropriate

    • Provide administrative support to the Board of Directors by managing meeting schedules, preparing documents, and recording minutes.

    • Coordinate and plan for meetings, conference calls and special events, including arrangement of logistics, meeting space, communications and catering

    • Attend and take notes during weekly meetings and follow-up on action items

    • Facilitate communication with all levels of management, both internal and external

    • Create, edit and proofread business communications and documents utilizing MS Word, Excel and PowerPoint

    • Prepare/track expense reports

    • Special projects on an as-needed basis

    • E-mail, fax, scan and copy documents

    QUALIFICATIONS:

    High School Diploma Required, Associate/Bachelor's degree preferred

    Experience:

    • 5 + years executive level support required, VP-level preferred

    • Very strong organizational, project and time management skills; detail-oriented

    • Advanced level skills with PowerPoint, Excel, MS Word, Outlook

    • Strong sense of urgency and efficiency in completing work

    • Ability to take self-initiative and be proactive

    • Ability to multi-task and prioritize workload

    • Ability to recognize and appropriately handle highly sensitive and confidential material and information

    • Excellent verbal and written communication skills

    • Professional demeanor and presentation

    Updated