Executive Assistant/Office Coordinator
Who We Are: The Alzheimer’s Association is the leading voluntary health organization in Alzheimer’s care, support and research. Our mission is to eliminate Alzheimer’s disease through the advancement of research, provide and enhance care and support for all affected and reduce the risk of dementia through the promotion of brain health.
We warmly invite qualified applicants to consider this opportunity to make a life changing impact on the millions living with the disease, their caregivers, and those that may be diagnosed with the disease in the future. Read on to learn more about the role, then visit our website www.alz.org to find out more about who we are and why we've been recognized as a Best Place to Work the last ten years in a row.
The Executive Assistant/Office Coordinator is responsible for providing the Executive Director with administrative support, as well as supporting the VPs of Programs and Development as needed. Additionally, this position functions as the office manager for the Chapter, with access to information of a highly confidential and critical nature.
Perform administrative coordination duties for the Executive Director, including anticipating needs, scheduling, coordinating meetings, calendaring, making travel arrangements, managing/maintaining information, tracking, reporting, entering data and other special projects.
Manage teleconference scheduling, meeting logistics, minutes and rosters for Board of Directors, Board Committees and other meetings.
Perform a wide variety of office management duties, including maintaining office equipment, managing office passes and keys, covering the reception desk, answering incoming calls, managing office supply inventory, distributing mail/deliveries and providing basic IT support.
Recruit, train and provide guidance to office volunteers and manage projects for front office volunteers.
Manage relationship contact systems.
Perform basic accounting functions such as entering AP/AR, preparing deposits/invoices, completing payment requests and account reconciliations.
Assist the Executive Director with budget preparation.
Coordinate onboarding of new staff, including setting up workstations and computers, issuing keys/passes and phone set up.
Provide interim staff support during absences and vacancies as needed.
Actively participate in a team-oriented environment, assisting where needed and engaging in the overall goals of the Chapter.
A high school diploma or equivalency. A Bachelor’s Degree is preferred
A minimum of four years of experience coordinating office activities
Customer service experience preferred
Experience working with volunteers preferred
Ability to analyze information to anticipate situations requiring forethought and follow-through with executives and multiple stakeholders, including making timely and appropriate decisions
Ability to work independently, self-start and take initiative in a growing, fast-paced organization
Ability to coordinate multiple tasks simultaneously and work with frequent interruptions
Ability to multitask, prioritize and meet deadlines
Ability to work with attention to detail and accuracy
Ability to collaborate and work well as part of a team; flexibility and adaptability are essential
Ability to demonstrate confidence, integrity, confidentiality, diplomacy and initiative
Ability to work with diverse communities and demonstrate inclusion
Proficiency in Microsoft Office, Google Suite and database management
Excellent verbal, written and interpersonal communication skills
Ability to work some evenings and weekends
Ability to travel within the Chapter territory
Access to reliable vehicle, valid driver’s license and proof of insurance
Ability to lift up to 30 lbs
Job Reference #: 3747