Office & Executive Assistant

Description

Position Overview:

Provides full administrative and secretarial support at a senior level to the executive team (Director of Operations & Compliance and CEO) as well as supports other departments within the agency and day to day needs of the ASun Star New Jersey main office alongside.  The position would ensure the smooth management of day-to-day affairs, handle sensitive and complex issues in a professional and objective manner and take initiative as appropriate.

Duties and Responsibilities: 

• Manage Director’s electronic calendar, assessing priority of meetings, appointments and re-organization as necessary. 
• Manage Director’s travel arrangements (including visas/accommodation). 
• Process Director’s correspondence, ensuring that incoming correspondence is dealt with by the Director/or on behalf of the Director, or other staff as appropriate. 
• Maintain Director’s office systems, including data management and filing. 
• Screen calls, enquiries and requests, and deal with them when appropriate. 
• Assist Director in researching and following up with action on matters which fall within the Director’s responsibility – chasing responses, triggering follow-up action. 
• Produce documents, briefing papers, reports and presentations for the Director. 
• Organize meetings and ensure that Director is well prepared for those meetings, preparing agendas, pre-meeting briefings and meeting papers. 
• Manage arrangements for Trustees’ and Sub-Committee meetings, including production/distribution of agenda and papers. 
• Assist/support Director, Development Manager & Communications Manager in arranging funding partner and other events. 
• Meet and greet visitors at all levels of seniority. 
• Supervise all incoming/outgoing mail and emails into the main company email.
• Coordinates interviews for executive team in collaboration with HR
• Assist and oversee functions of orientation, training and building inventory.
• Assist with document organization
•  Answer phones and assist w/ employee questions and problems, challenges and reassignments 
• Create and send out email and letters that are company based
• Any other duties as may reasonably be required by the Director. 

Required Knowledge, Skills, and Abilities:

• Educated to degree level or equivalent. 
• Experienced Personal Assistant at senior management level. 
• Experience of electronic diary management. 
• Exceptional interpersonal and communication skills, to enable professional interaction with a wide range of contacts, both internal and external to the University. 
• Ability to organize and plan my own work. 
• Excellent attention to detail, with the ability to maintain a high level of accuracy.
• A flexible, pro-active approach to work including the ability to prioritize and re-prioritize. 
• Ability to work on own initiative. 
• Ability to deal with sensitive information with discretion and to maintain confidentiality. 
• Excellent IT skills, including a working knowledge of presentation software packages, preferably Microsoft Office Word, Excel and PowerPoint. 

Schedule: 

Monday through  Friday & 1 Saturday a month required. 

20 to 25 hours per week

Pay:  This is an hourly administrative role. Hourly rate: $18.00 to $20.00 per hour, payable bi-weekly