Title: Executive Assistant
This position reports to: President/CEO
Hours: Full-time; 40 hours/week
Schedule: Monday-Friday 8:00am-5:00pm (Occasional weekends and evenings)
Purpose of Position:
The Executive Assistant's purpose is to complete a broad variety of administrative tasks that facilitate and support the daily affairs and operations for the office of the President/CEO.
Essential Duties and Responsibilities:
This position description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees are required to follow any other job related duties assigned by their supervisor. This document does not create an employment contract implied or otherwise, and does not alter the "at-will" relationship.
- Provide support for Board of Directors: Coordinate and schedule all board, board committee and special board meetings; Record minutes at board, board committee and executive committee meetings and maintain files within applicable law; Independently assemble and/or provide input with correspondence, notices, agendas, board orientation and meeting preparation.
- Plan, coordinate, and complete special projects assigned by the President/CEO.
- Receive, sort, and distribute mail addressed to the President/CEO.
- Provide overall clerical and administrative support for the President/CEO and other management/staff members as needed.
- Process/purchase all agency-wide office supplies, printers, etc., process all invoices, providing proper approval/authorization, and documentation.
- Maintain positive working relationship with vendors to garner optimum product pricing.
- Process all invoices for the office of the President/CEO, on a timely basis and within agency guidelines.
- Coordinate meetings, when called by the President/CEO, Chairman of the Board and other management personnel, when appropriate.
- Maintain and coordinate schedules for all NHS public meeting rooms.
- Coordinate travel arrangements for employees on NHS business.
- Process customer concerns, via correspondence, email, phone or in person, by gathering facts and working with PR department/management prior to responding or forwarding to the proper executive team member for response.
- Perform other duties as required to ensure a positive image of the NHS, the President/CEO office and improvement of the overall organization.
- Ability to maintain confidentiality of sensitive information.
- Perform any other duties as requested by the President/CEO
Position Qualifications: Education, Experience, Certification, and Knowledge/Skills/Abilities:
- Must possess excellent communication skills-both verbally and in writing.
- Must be computer literate, and proficient in word, excel, and Microsoft office.
- Must be well organized with efficient time management skills.
- Must have good vision for detailed work, ability to balance multiple projects, work independently, and meet deadlines.
- Must be a self-starter
- Superior interpersonal abilities. Ability to get along with diverse personalities, tactful, mature, and flexible.
- Must have a strong desire to help animals.
- Must be able to make independent decisions which can impact the reputation of NHS in the community.
- Must have a valid driver's license with acceptable driving record and be able to provide proof of vehicle insurance.
- Must demonstrate maturity, good judgement, and a professional manner and appearance.
- Must be considerate and respectful of all employees, volunteers, customers, and stakeholders.
- Must have affection and compassion for animals, concern for their welfare and a willingness to accommodate animals in the workplace.
- Must have enthusiasm and the ability to be a team player and work with a variety of people.
- Previous experience as an Executive Assistant.
- Strong computer and writing skills.
- Associate or Bachelor's degree in related field.
- Minimum of 40 hours per week- primarily Monday-Friday with some weekend, evening, and holiday hours. On call 24/7.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions within the work environment.
- The noise level in the office environment is usually quiet, though barking or whining or animals may be escalated at certain times in certain areas of the building.
- High exposure to animals whose reactions to the shelter environment cannot be predicted.
- Temperatures in the shelter environment are varied, though usually moderate, and dependent on the season.
- Potential exposure to zoonotic diseases and hazardous chemicals.
- Ability to work around animals without severe allergic reactions.
- As work may need to be done outside of the shelter (events, other duties as assigned) the employee may encounter environmental issues outside of our control such as fallen tree limbs, rain storms or snow/ice. When this occurs, the employee must report the issues immediately to their direct supervisor who will work to resolution.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Walking: Frequently
- Bending: Occasionally
- Standing: Frequently
- Sitting: Frequently
- Driving: Frequently
- Lifting up to 50 lbs with or without assistance: Occasionally
- Lifting over 50 lbs with assistance: Occasionally
- Stretching/reaching: Occasionally
- Distinguish smell/temperature: Occasionally
- Hearing/seeing: Constantly
- Exposure to hazardous materials: Occasionally
- Climbing: Occasionally
- Hand/finger dexterity: Frequently
- Stooping: Occasionally
The Nebraska Humane Society provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, disability, marital status, status as a veteran, or any other protected category, in accordance with applicable federal, state and local laws.