Executive Assistant

Executive Assistant to the Executive Director

Status: Exempt FullTime Salary Mid Level

Salary: Annual $60000$70000 (DOE) (paid biweekly)

Benefits: After 60 Days Benefits Offered Medical Dental and Vision403b

Primary Function: Administrative Tasks/ Management of Schedule Electronic Communication and Insurance Contracts

Direct Supervisor:Executive Director

Organization Overview:

Our NonProfit Organization has a positive mission and team environment!

The Wild Animal Sanctuary is a place where motivated individuals can immerse themselves into a dedicated community working side by side to provide a true sanctuary for rescued animals to live out the rest of their lives with dignity and respect. We are so much more than a workplace. We are a team committed to service to bettering our communities and the captive wildlife crisis. If you have you have a strong work ethic a passion to contribute to a great cause this is the place for you!

Job Summary:

Data Entry 10%/ Administrative Tasks 30%/ Management of Schedule Electronic Communication and Insurance Contracts 40%/ Perform other Job Duties as assigned 20%

The Executive Assistant role directly supports the Organizations Executive Director and Administration efforts for our nonprofit organization by answering incoming emails and directing all information to the corresponding department including gathering information processing data and scheduling accordingly. Keeping high levels of confidentiality is key and will be the direct go to regarding communication efforts. This role personally identifies cultivates all electronic means of communication incoming/outgoing and manages insurance contracts for the best benefit of the Sanctuary and its facilities. Incorporates a collaborative relationship with the Executive Director along with management and the administrative departments by supporting their efforts while abiding by internal processes and procedures. This individual must fully understand and be able to anticipate the diverse needs of both the Director and have the ability to prioritize the workload and schedule to meet these requirements.

Responsibilities include executing high level administrative and clerical functions. This will involve confidential or technical activity and information such as compiling reports furnishing information scheduling meetings preparing agendas responding to routine correspondence researching material booking travel preparation and tracking of contracts and responding to both clients and vendor business partners. This position works under minimal supervision exercises considerable judgment and discretion in completing assignments and requires comprehensive skill and knowledge of organizational operations practices and policies.

Required/Other Qualifications:

• Associate degree or higher preferred or equal experience directly related to the role.
• Experience in Excel Microsoft Word and is Tech Savvy easily able to communicate via electronic means
• Strong written including good handwriting skills and verbal communication skills
• Able to maintain confidentiality; demonstrates sound judgement and discretion
• Ability to liaise with other department to achieve a common goal
• Able to lift 50lbs or more.Able to help setup and teardown events including bending lifting
• Flexible to working some weekends and some evenings (Events) as needed
• Reliable own source of transportation including light instate travel
• Ability to work with others and communicate effectively
• Strong Organizational Skills
• Valid Drivers License
  

Functions/Job Duties:
(including but not limited to):

• Management prepare gather all operations for Contracts & Renewals
  
• Manage and prepare the accompanying documents needed both digital and paper formats
• Manage and maintain master spreadsheet of all accounts or as directed
• Report and file any communication letters
• Notify internal stakeholders of policy changes on behalf of Director
  
• Achieve all Administrative objectives
• Maintain an effective network of all community organization partnerships
  
• Develop and maintain professional relationships with all correspondence
• Perform regular data entry
• Manage calendar appointments and reminders on behalf of the Director
• Update Newsletter spreadsheet monthly for properties that published a newsletter
• Report to Director on Client compliments and complaints
• Mange all subscriptions for the CEO Director Director of Finance and Business Development
• Manage and maintain all toll passes payments and registrations
• Manage and maintain annual monthly budget binder
• Manage and maintain reporting on all Insurance and Legal Notices
• Cohesively work with other Managers/Directors
• Help support operational functions such as HR budgets and logistics across locations or departments
  
• Coordinate meetings prepare materials and ensure the CEO is wellprepared for Board of Director discussions
• Performs other duties as assigned.

Personal Characteristics:

• Analytical Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.
  Problem Solving Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
  Technical Skills Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.
  Professionalism Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
  Oral Communication Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; responds well to questions.
  Written Communication Writes clearly and informatively; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
  Teamwork Exhibits objectivity and openness to others views; Gives and welcomes feedback
  Business Acumen Understands business implications of decisions
  Customer Service Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
  Dependability Follows instructions responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.
  Attention to Detail Total task accomplishment through concern for all areas involved no matter how small.
  Research/Analysis gathering information from various sources comparing and weighing information to make logical decisions.
  Initiative Attempts to influence events and achieve goals; selfstarting rather than passive acceptance. Takes action to achieve goals beyond what is necessarily called for.
  Interpersonal Skills Focuses on solving conflict not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others ideas and tries new things.
  Judgment Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decisionmaking process; Makes timely decisions.
  Adaptability Maintaining effectiveness in varying environments tasks responsibilities or people.
  
  
• Contribute to a positive culture

As you can see we are looking for an individual who possess strong foundational skills with an attitude to succeed. If you are looking for a challenging and a rewarding service opportunity with real purpose you have found the right opportunity!

Clear Focus:

The above Job Description is intended to describe the general duties/nature of the level of work being performed. This Job Posting is not to be constructed as an exhaustive list of all responsibilities and skills required. Job Descriptions are somewhat fluid and will change depending on the Organizations strategic direction and overall objectives accordingly.

Background Check Statement:

Approval for Hiring is contingent upon successfully passing a background check prior to your Hiring/Acceptance/Offer. This background check does not report to any credit bureau and no impact will be seen on the applicants side. This process helps the Company screen for any past background experiences that pose a threat or a discrepancy to the Organization as TWAS does not hire any violent offenders or individuals that have been charged criminally involving endangering/threating/hurting children and/or animals. By applying you are authorizing the The Wild Animal Sanctuary to perform this background check.

EEOC Statement:

Our NonProfit organization The Wild Animal Sanctuary is an equal opportunity employer. All applicants will be considered for employment without attention to race color religion sex sexual orientation gender identity national origin and veteran or disability status.

Required Experience:

Manager