OFFICE MANAGER & EXECUTIVE ASSISTANT


Job Summary

The Office Manager and Executive Assistant will provide administrative support to the President and CEO, in addition to the Vice President of Engagement & Alliances and the Vice President of Operations & Programs.  This person will implement office procedures to improve organizational productivity. This position will coordinate daily activities and special projects, manage executive calendars, and prepare administrative correspondence on behalf of the President and CEO and the organization. The Office Manager and Executive Assistant will also periodically support HSAC staff.

As the Office Manager and Executive Assistant, you will be a contributing team player who possesses excellent oral and written communication skills and is highly adaptable to shifting priorities. Additionally, this position requires a high degree of judgment, tact, and discretion.

 

Responsibilities and Duties

Office Manager:

  • Develop and implement office procedures to improve productivity of the organization
  • Communicate and maintain professional working relationships with vendors and partners
  • Provide customer service to guests and the public via in person, telephone, and email
  • Lead and coordinate internal and offsite meetings
  • Enforce document retention policies
  • Assist with financial management, including tracking and processing expenses
  • Administrative support, including managing supplies & resources
  • Support onboarding of new employees
  • Provide program and special event support
  • Special projects as assigned

Executive Assistant:

  • Manage executive calendar, arrange travel, and coordinate meetings
  • Work closely with President and CEO and Vice Presidents to prepare and support upcoming engagements or events
  • Develop written correspondence on behalf of the President and CEO
  • Coordinate with HSAC staff and external partners as needed on behalf of the President and CEO
  • Develop President and CEO presentations and talking points for special engagements and appearances
  • Special projects and tasks as assigned by the President and CEO

 

Qualifications and Skills

  • Extremely detailed and task oriented
  • Demonstrated leadership, trust, high ethical standards, and discretion
  • Excellent writing and communication skills is a must
  • Working knowledge of Microsoft Office applications (Word, Excel, Outlook, PowerPoint, and Access)
  • Strong organizational skills and the ability to prioritize multiple competing tasks
  • Strong interpersonal skills and the ability to build relationships and provide customer service internally and with external partners
  • Demonstrated proactive problem-solving and strong decision-making capability
  • Resourceful team-player with the ability to work independently
  • Demonstrated ability to achieve goals and meet deadlines in a fast-paced environment
  • Forward-thinker who actively seeks opportunities and proposes solutions
  • Naturally energetic, enthusiastic, engaging, and outgoing interpersonal style
  • Proven ability to collaborate in a team environment

 

Experience and Education Required

  • Five (5) or more years of professional experience, with at least two (2) of formal executive level support
  • Bachelor’s degree or equivalent work experience

Please send your resume and cover letter letting us know why you are the right addition to our team to: Jobs@hsacouncil.org

We look forward to hearing from you!