Executive Assistant Job 2024 Full Time

Job Title: Executive Assistant

FLSA Status: Exempt

Location: Remote

Salary: $80,000 – $100,000

SUMMARY

The Executive Assistant provides high-level administrative support to the project management and grant management teams, ensuring efficient office operations and effective communication within the team and with external stakeholders. This role involves scheduling meetings, preparing reports, maintaining records, and managing day-to-day administrative tasks. The Executive Assistant plays a crucial role in supporting the executive team by handling complex and confidential tasks, coordinating logistical details, and facilitating seamless project and grant management activities.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Administrative Support: Provide comprehensive administrative support to project managers, grant managers, and executive leadership. Manage daily schedules, coordinate meetings, and ensure timely completion of administrative tasks.
• Meeting Coordination: Schedule and coordinate meetings, workshops, and travel arrangements for project and grant management teams. Prepare meeting agendas, take detailed minutes, and distribute meeting summaries to relevant stakeholders.
• Documentation and Record-Keeping: Maintain accurate and up-to-date project records, files, and documentation. Assist in the preparation of reports, spreadsheets, and other data analysis tools to support project and grant management activities.
• Communication and Correspondence: Draft, proofread, and finalize letters, memoranda, interoffice communications, and other correspondence. Manage email communications and ensure timely responses to inquiries from internal and external stakeholders.
• Office Management: Oversee day-to-day office operations, including managing supplies, coordinating equipment maintenance, and ensuring a well-organized work environment. Assist in the management of administrative support functions and supervise other administrative employees as needed.
• Travel and Logistics: Arrange travel itineraries, book accommodations, and prepare travel advances and expense reports for project and grant management teams. Coordinate logistical details for conferences, meetings, and other events.
• Confidentiality and Discretion: Handle sensitive information with the highest level of confidentiality and discretion. Maintain a professional demeanor and ensure that confidential information is protected at all times.

Support for Special Projects: Assist with special projects and initiatives as assigned by executive leadership. Provide support in project planning, implementation, and monitoring to ensure successful completion.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SKILLS AND QUALIFICATIONS

• Strong organizational and multitasking skills, with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills, with attention to detail for accurate documentation and correspondence.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office productivity tools.
• Ability to work independently and make decisions with minimal supervision.
• Experience in managing complex schedules, travel arrangements, and meeting logistics.
• Strong interpersonal skills for effective interaction with team members, executives, and external stakeholders.

High level of professionalism, discretion, and confidentiality in handling sensitive information.

EDUCATION & EXPERIENCE

• Bachelor’s degree with 5-7 years of experience, or a Master’s degree with 3-5 years of experience in administrative support, office management, or a related field.

Experience in supporting executive-level staff within a project or grant management environment is preferred.

SUPERVISORY RESPONSIBILITY

No direct supervisory responsibilities. However, the Executive Assistant may train or supervise other administrative employees as needed and provide guidance in managing administrative tasks.

WORK ENVIRONMENT

The work environment is primarily office-based, involving collaboration with team members and interaction with stakeholders, with occasional offsite meetings and travel as required.

Our Values:

Native American Owned & Proud | Accountable | Team Focused | Innovative | Visionary | Excellence

PHYSICAL DEMANDS

These positions are mainly sedentary, involving extended periods of sitting, computer use, and occasional light lifting of office materials up to 20 pounds.

AAP/EEO Statement

Ho-Chunk, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran. However, preference may be extended to persons of Indian descent in accordance with applicable laws.