Executive Assistant
Open Date: 10/22/24
Company/Organization Hiring: DPC/My Ombudsman
Status: Open for Application
Executive Assistant
We’re currently looking for an executive assistant to support our Executive Director as well as our MYOmbudsman Director and staff.
The ideal candidate will be a proactive problem solver with exceptional communication skills and meticulous attention to detail. This person should have experience working in an office environment, performing administrative duties, and providing support to organizational leaders. Given the dynamic nature of the non-profit landscape, the ability to be both flexible and consistent while maintaining the confidentiality of high-level systems and operations is important.
Objectives of this role:
Support the Executive Director primarily and the MYOmbudsman Director and team members, as directed, to ensure that organizational goals and objectives are accomplished and that operations run efficiently
Manage communication with employees by liaising with staff and external contacts on various projects and tasks
Plan and orchestrate work to ensure that the Executive Director’s priorities are met, organizational goals are achieved, and best practices are upheld
Responsibilities
Manage professional scheduling for Executive Director, including agendas, mail, email, phone calls, client management, and other organizational logistics
Coordinate complex scheduling and calendar management, as well as content and flow of information to senior management staff.
Manage travel logistics and activities, including accommodations, transportation, and meals for staff as needed.
Provide administrative and office support, such as note-taking, document and spreadsheet creation, vendor relations, ordering of supplies, maintenance of filing system and contacts database
Maintain professionalism and strict confidentiality with all materials
Providing logistical support for in-office events
Providing backup support when needed for the MyOmbudsman intake calls
Greeting office visitors and overseeing any in-office facility needs
Required skills and qualifications:
Four or more years of experience in an administrative role reporting directly to upper management
Excellent written and verbal communication skills
Strong time-management skills and an ability to organize and coordinate multiple concurrent projects
Proficiency with office productivity tools and an aptitude for learning new software and systems
Flexible team player, willing to adapt to changes and unafraid of challenges
Ability to maintain confidentiality of information related to the company and its employees
Preferred skills and qualifications:
Experience in overseeing budgets and expenses
Experience working within non-profit organizations
Familiarity with project management software
Pay & Benefits
This is a 40-hour per week position consisting of 3 in-office days and 2 remote days each week. 3 weeks of paid vacation and 2 weeks of paid sick time per year and 13 paid holidays per year. Other benefits include: fully paid dental and life insurance coverage, reimbursement of health insurance premium costs, 403B Retirement plan with matching contribution and commuter/parking benefits.
How to Apply
Candidates should submit a cover letter and resume to: hr@dpcma.org.
DPC encourages candidates of all backgrounds to apply. DPC is committed to a policy of non-discrimination and equal opportunity for all applicants and employees without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, ancestry, age, disability, veteran status, military service, genetic information, receipt of free medical care, or any other category protected under applicable federal, state, or local law. Candidates who use a wheelchair or other mobility device are strongly encouraged to apply.