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Civic Design Center

Administrative Assistant

Civic Design Center

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Job Summary

The Executive Assistant is primarily responsible with assisting with scheduling, communications, and administrative tasks. The person in this position needs to be extremely professional, organized, and flexible with great communication skills.

Job Responsibilities

Job Type: Part-time, 24-hours a week; Non-Exempt

Supervisor: Chief Executive and Chief Operating Officers

Essential Duties & Responsibilities

Duties and responsibilities include but are not limited to:

-Support the work activities of the CEO and COO; provide organizational support as needed/directed.

-Proactively manage the work calendar of the Officers and arrange travel.

-Anticipating the needs of Chief Officers and responding.

-Accompanying Officers to events as needed and taking accurate notes.

-Assisting Officers with Board packet agenda and materials.

-Assisting Officers with tracking and submitting expense reports and timesheets.

-Perform administrative skills such as typing, filing, copying, opening, and sorting mail, and coordinating appointments for the Officers.

-Compile meeting notes from Officers and assist in follow-up communications.

-Draft written correspondence on behalf of the Officers.

-Handle travel arrangements and reservations for Officers and Directors, and VIP guests/speakers of the Civic Design Center.

-Maintain a clean, neat, and organized work area and file storage system.

-Assist with follow up to guests on behalf of Executive Office

-Suggest more efficient ways to run the office and troubleshoot malfunctions.

-Monitor all office equipment including copier and plotter for any problems and contact vendors for repair.

-Order supplies for these machines, keeping in mind any maintenance contracts.

-Manage all office supplies and office-space related vendors.

-In partnership with staff  leadership, schedule and support events and experiences for team camaraderie, including birthday and life events, drafting thank you notes, and welcoming new team members.

-May be assigned other duties or responsibilities by the Officers.

-Participate in Civic Design Center team meetings, events and other duties as needed or assigned.

 

Qualifications

Qualifications

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily, including meeting the required competencies. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

-Professional written and verbal communication in English required.

-Proficiency with Microsoft Office Suite of applications with the ability to learn other proprietary computer/internet applications.

-Proficiency in typing and composing professional correspondence.

-Experience handling confidential matters professionally and with discretion.

-Cooperative and communicative work style.

-Superior customer service skills.

Education & Experience

Bachelor’s degree (BA) and a minimum of one year of experience in executive assistance for public and/or private entities OR equivalent professional experience. Experience working within planning and design firms is favorable.

Language Skills

Professional written and verbal communication in English. Ability to read, analyze, and interpret general business correspondence, ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from staff, partners, and the public. Fluency in other languages is a plus. Additional materials may be required, upon request, prior to interviews.

Organizational Skills

Ability to organize, maintain and coordinate schedules and meetings for the Executive team and Board of Directors.

 

Additional Information

Benefits

Compensation

The Executive Assistant is an hourly non-exempt position that pays competitively hourly wage in the $28-$33 per hour range depending upon relevant experience. Regular part-time employees earn paid vacation time on a pro-rated basis and are eligible for holiday pay for scheduled work days that fall on organizational holidays. Part-time positions at the Civic Design Center are not eligible for other full employee benefits.

How to Apply

To apply, please fill out the application on our website: https://www.civicdesigncenter.org/join-our-team/careers

Details

  • Date Posted: August 11, 2022
  • Type: Part-Time
  • Job Function: Administrative
  • Service Area: Community Development
  • Start Date: 10/03/2022
  • Salary Range: $23-$33/ hour
  • Working Hours: 24 hours/ week