PEOPLE FOR PEOPLE: Executive Assistant - Yakima, WA

Employer: People For People

Job Description:
General Summary
Provide direct administrative support for People For People’s COO, Directors, Board of Directors, and Managers, when needed. Supervise receptionist and provide receptionist duties as needed. Support and chair (as needed) agency events, annual dinner, agency in-service, etc.; Self-starter, independent worker, team player, ability to multi-task, possesses strong organizational skills and works a flexible schedule; Prepares meeting agendas and minutes.

Essential Functions and Duties
Board of Directors
• Support the Board of Directors (BOD).
• Ensure BOD responsibilities are carried out in accordance of PFP Bylaws.
• Prepare BOD agendas, meetings, minutes, special meetings, and events.
• Maintain documents, binders, proclamations, and other vital correspondence.

Executive Support
• Support COO and Directors with functions such as calendar, meetings, correspondence, and events.
• Prepare and edit correspondence, communications, and other documents.
• Assist with the preparation and submittal of proposals
Agency
• Support Management and Leadership Team meetings with location reservation and room set-up, food/beverages, agendas, meeting minutes, and events.
• Support and chair (as needed) agency events, annual dinner, agency in-service, Lighten Up Week, United
Way Campaign, etc.
• Arrange for hotel and conference registrations for agency staff.
• Maintain partnership spreadsheet.

Administrative
• Hire, train, supervise, coach, and evaluate receptionist.
• Provide receptionist duties when needed. Ensure adequate front desk coverage.
• Manage and administer agency mailing projects, annual report, holiday mailing, etc.
• Place orders for staff nameplates, board photos, awards and plaques.
• Provide set up for meetings include presentation equipment, meals, and meeting materials.
• Oversee weekly staff meetings by ensuring facilitation, proofreading minutes and tracking expenses.
• Troubleshoot office equipment as needed to include copier, printer, mail machine, fax, etc.
• Maintain Agency Calendar, schedule meetings and events.
• Track information in databases, update mailing lists with accuracy.
• Develop and oversee office systems, i.e. mail, filing, etc.
• Maintain supplies for Administrative building, including kitchen supplies, supply closet, supply cabinet (Broker); maintain cleanliness of Administrative building kitchen and overall appearance.
• Receive and provide WA211 marketing materials requests for mailing.
• Ensure general clerical support of PFP staff.

Job Specifications KSAOs (Knowledge, Skills, Abilities and Other characteristics)
Knowledge/Skills/Abilities:
• Excellent communication (oral and written) and customer service skills utilized to create interactions with community members, staff, and the board of directors.
• Proficiency with (and ability to train) Microsoft integrated applications including Excel, Word, Outlook, PowerPoint and Adobe.
• The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.
• Strong decision-making ability, initiative and attention to detail.
• Flexible, adaptable, strong organizational skills and desire to be cross-trained in other aspects of the agency.

Educational/Work Experience Requirements
• Bachelor’s degree or comparable education.
• Two years of experience providing executive level support which requires the ability to work independently and meet deadlines, or comparable experience.

Other Requirements
• Employment is contingent upon successfully completing and passing a Pre-employment Drug Screen, a Washington State Patrol Background Check and/or National Background Check, Reference Checks and all other required documentation.
• Some travel to regional offices may be required on an as-needed basis.
• Bilingual (English/Spanish) preferred.

Working Conditions/Physical Environment
• Duties are performed primarily in an office environment. Sitting, stooping, walking, standing and light lifting. Moderate to heavy computer data entry.
• Ability to travel to attend meetings/seminars in other locations and for pickup and delivery of miscellaneous documents.
• Physical requirements include the dexterity to reach, stand, climb, squat, twist, finger keyboards, lift light loads, and the ability to do sedentary work.

Safety Sensitive: This is not a safety sensitive position.

Disclaimer
The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods or otherwise to balance the workload.

People For People is an equal opportunity employer/program. and does not unlawfully discriminate on the basis of race, creed, national origin, disability, sex, marital status, age, or any other protected status covered by the federal or state law. Please let People For People know if you need of a reasonable accommodation in order to perform the essential functions of the job or to participate in the application process. Auxiliary aids and services are available upon request to individuals with disabilities. Washington Relay Service 711.

This job description does not constitute an employment agreement between the employer and employee and is subject to change as the needs of the employer and requirements of the job change.

Contact Person: Jesse Rodriguez
Phone: 509-248-6726
Email: [email protected]
Location: • ,
Application Method: Apply Online
Base Pay: $20.85 to $26.40 DOE


Posted on April 17, 2023

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