Executive Assistant

Roanoke, VA

  • Department: Executive
  • Posting Date: 8/9/2019
  • Closing Date: Open until filled
  • Salary: $30,000 - $35,000/yr.
  • Code: EA-Rke
  • Must have a background and experience in high level clerical work for senior level staff. Individual must be proficient in oral and written communication; the use of data systems to update and maintain mailing and donor lists; Microsoft Office; graphs and charts; general office equipment; and event coordination.

CLASSIFICATION:  Non-exempt

DEFINITION AND PURPOSE:

Manages the Central Administration office under the direction of the President/CEO of TAP and assists the Board of Directors as needed.  Performs a variety of administrative duties in support of the President, Vice-Presidents and the TAP Board of Directors.

ORGANIZATIONAL RELATIONSHIP:

Supervised by: President and CEO
Supervises: No one
Coordinates with:  President/CEO, CFO, VP of Planning, VP of Financial Services, VP of Economic & Real Estate Development and the Board of Directors

RESPONSIBILITIES: Duties include but are not limited to:

1)   Performs the following duties related to the TAP to the Board of Directors:

  • Assuring at least a quorum and preferably maximum attendance at all board meetings by calling each member one week before board meetings as well as sending out all regular board mailings no later than the Wednesday prior to the board meetings, making arrangements for teleconferencing for those who are out of town or ill, and taking whatever steps necessary to maximize attendance.
  • Making all arrangements for all scheduled and called TAP Board Executive Meetings.
  • Maintaining a current listing of all TAP Board Members, Board Committees, TAP Board of Commissioners, and TAP Advisory Boards.
  • Assuring that every board member is serving on a TAP Board Committee, on the TAP Board of Commissioners, or Advisory Board that reports to the TAP Board of Directors.
  • Maintaining attendance records of all the above in order to credit attendance to those participating.
  • Preparing and maintaining the minutes for all Board and Executive Board meetings.
  • Maintaining copy of minutes from all committee structures reporting to the TAP Board of Directors.
  • Working with TAP Directors and staff assigned to all TAP Board Committees to ensure that committees are meeting as scheduled, and that committee members are notified via email and/or by mail of the meetings and agendas. Also, notifying the President/CEO of the upcoming meeting schedules and of potential problems.
  • Serving as staff to the Client Services Committee and other Board Committees when needed.
  • Notifying any board vacancies to the President/CEO and Board Chair, membership Chair and assisting in recruiting new members for vacant positions.
  • Communicating any illnesses or deaths of board members and their families to the Chairman and fellow board members.
  • Assisting the President/CEO in preparing agendas for Board and Executive Board meetings.
  • Maintaining a hard and electronic copy of all official board documents, including current By-Laws.
  • Submitting minutes of monthly meetings to the Office of Community Services within 30 days of board approval.
  • Providing necessary board information to the planning department for reports and grant submissions.
  • Prepares and maintains a new board members handbook.
  • Requests and maintain board members term letters from appointing organizations.
  • Communicates bylaw requirements in reference to procedural matters of the board, as needed.

2)  Managing all communications with the President’s office including:

  • Managing the flow of all mail to the President’s office, assuring that the required persons are copied on all important documents, and that all documents requiring signatures or responses are completed.
  • Preparing all documents requiring the President’s signature including requisitions, legal documents, and communications.
  • Answering the President’s phone in his/her absence or if occupied and taking messages, including checking voice mails.
  • Working with the President in setting up for, preparing agendas for, and notifying other Directors as necessary of meetings or any critical correspondence.
  • Assisting the President in preparing written communications as requested and maintaining files of such communications; however the President will handle the majority of his/her correspondence.

3)   Assisting the President in preparing for, recording minutes when appropriate, and overseeing all communications for the following meetings:

  • Bi-weekly Directors’ Meetings
  • Annual and Semi-Annual Directors’ Planning Sessions
  • VACAP, NCAF, NCAP, and other state and national association meetings

4) Other duties include but are not limited to the following:

  • Maintaining a filing system where documents are easily accessed.
  • Negotiating travel arrangements as requested.
  • Advising the President of any suggestions and ideas that will strengthen the work of the President’s office and the TAP organization.
  • Assisting the President through the performance of other activities as directed.

5)  Performing administrative tasks including developing timelines, scheduling meetings, locating suitable facility, arranging for meals, developing the setup including registration and seating, and other necessary duties related to TAP’s annual meeting.

6)  Maintaining a call log of messages for the President/CEO.

7) Purchasing office equipment after obtaining bids/quotes.

8) Assisting in the preparation of the CSBG quarterly report, work plan, risk assessment, and budget. Responsible for making a quarterly financial review of the budget of the President/CEO.

9) Maintaining an inventory of office supplies and requisitions the purchase of supplies, verifying accuracy of bills, and processing for payment.

10) Obtaining the President’s approval signature on various documents.

11) Assisting the President in managing communications between his/her office and the Community Action Networks: example, Southeast Rural Community Assistance Project, Inc., Virginia CARES, Project Discovery and Child Health Improvement Program.

12) Helping to develop then maintains the agency mailing/donor listing.

13)  Supports any special event by registering guests and arranging seating charts as needed.

14) Performing administrative tasks related to grant submission

15)  Providing office support to the CFO and all Vice Presidents.

16) Serving as backup to the switchboard when needed.

17)  Performing other duties as assigned.

ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES

  • Must be proficient in oral and written skills
  • Must have good organizational, record-keeping and telephone answering skills
  • Thorough knowledge of standard office practices and procedures.
  • Ability to plan, layout, and conduct clerical operations involving transactions requiring accountability and accuracy.
  • Thorough knowledge of business English and math.
  • Ability to type accurately and at a reasonable rate of speed.
  • Ability to effectively manage donor database and software systems.
  • Ability to establish and maintain effective working relationships with others.
  • Ability to maintain confidentiality of client information and other agency records.

TRAINING, EDUCATION AND EXPERIENCE:

This individual should have at minimum an associate’s degree and a combination of experience and training, including or supplemented by a course in clerical skills, and considerable experience in clerical work. The candidate should be well experienced with the Microsoft Office programs as well as general office equipment.  The candidate should have good written and oral communication skills.

SPECIAL REQUIREMENTS:

Must be willing to serve as a Notary Public, possess a valid Virginia driver’s license issued by the Commonwealth of Virginia and have reliable transportation.

Must be able to perform normal daily office activity including: Standing; Walking; Fingering (primarily operating keyboard/typing and writing); Stooping (bending body downward and forward by bending spine at the waist); Talking (expressing or exchanging ideas by means of the spoken word. Those activities in which one must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly); Hearing, perceiving the nature of sounds at normal speaking levels with or without correction. Ability to receive detailed information through oral communication, and to make the discriminations in sound.); Close visual acuity (to operate motor vehicles and activities such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading; visual inspection involving small defects, small parts, and/or operation of machines -including inspection).

This description provides information regarding the essential functions of the designated job, and general nature and level of work associated with the job. It should not be interpreted to describe all the duties whose performance may be required of such employees or be used to limit the nature and extent of assignments such an individual may be given.

Every TAP employee shares in TAP’s responsibility to “Mobilize Community Resources” in support of TAP’s anti-poverty efforts.

Bilingual applicants are encouraged to apply

TAP hires only U.S. Citizens and lawfully authorized aliens.

EOE/Drug-Free Employer