Job Opportunities

 ECI Job Opportunities
Executive Assistant

The Executive Assistant is responsible for administrative support, data entry and retrieval of data for mail lists, completion of forms and logs for reports as well as maintenance of administrative files.  The Executive Assistant is responsible for management of office activities including supervision of clerical staff in Director of Operations’ absence and training of clerical staff when needed. To be successful in this role, the Executive Assistant should be well organized, have great time management skills, and be able to anticipate needs and act without guidance.

QUALIFICATIONS/BACKGROUND REQUIRED:

  • Graduation from an accredited high school with a major in business or accredited business college/school and four (4) years of secretarial experience;
  • Ability to train co-workers;
  • Knowledge of office terminology, procedures and equipment including data and word processing equipment, software and dictation equipment;
  • Experience operating a switchboard or handling incoming calls and transferring as appropriate;
  • Knowledge of good grammar, business English;
  • A pleasant voice, courteous manner, and positive attitude;
  • Ability to communicate information in a clear, concise and courteous manner both orally and written;
  • Experience utilizing various filing systems;
  • Ability to be discreet in sharing information which is of a confidential nature;
  • Ability to type accurately, at least 50 WPM;
  • Ability to perform multiple tasks with minimum supervision, prioritize assignments and meeting deadlines;
  • Experience with computer and MS Office programs, Internet, email, and data collection;
  • Proactive approach to problem solving with strong decision-making skills; and
  • Required to pass criminal and child protective services background checks.

ESSENTIAL JOB FUNCTIONS:

  • Accomplishment of clerical assignments from the Executive Director and Director of Operations in an accurate and timely manner;
  • Organize and maintain files;
  • Upholds a strict level of confidentiality;
  • Maintain supply inventory for the organization;
  • Make travel arrangements for Executive Director;
  • Manage Executive Director’s calendar and set up meetings;
  • Correspondence to and coordination of activities of the Board of Directors and maintain Board files’;
  • Correspondence for committees that Executive Director serves on;
  • Accurately record minutes from meetings;
  • Oversee opening, stamping & logging of incoming mail. Distribute incoming mail and post and take outgoing mail to post office;
  • Coordinate maintenance of office equipment:
  • Records on log and processes intakes for data entry and obtains approvals from management;
  • Management of office activities and supervision of clerical staff in Director of Operations’ absence;
  • Format information for internal and external communication-memos, emails, presentations, reports;
  • Back up Receptionist as needed. Arrange for ECI phone coverage in Director of Operations’ absence;
  • Provide support to Finance Department as needed and serve as Petty Cash officer;
  • Provide training to Receptionist and to backup Receptionists (temps);
  • Assist in coordination of activities for Executive Director;
  • Review and distribute to staff ECI e-mail on a daily basis;
  • Complete appropriate forms and logs for reports;
  • Screen and route calls to the Executive Director;
  • Greet visitors and callers in a courteous manner; and
  • Schedule meeting room usage for internal and external meetings.

Full-time position with benefits (40 hours/week, Monday through Friday). Persons with a disability are encouraged to apply. EOE

Submit a Cover letter and Resume by September 20, 2019 to:

Carol Crabill
Endependence Center
c/o Executive Assistant position
6300 E. Virginia Beach Blvd
Norfolk, VA 23502

757-461-5375 fax or email to ccrabill@endependence.org

ECI Volunteer Opportunities
The Endependence Center currently does not have any volunteer opportunities.

Thank you for your interest.