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JOB DESCRIPTION
TITLE: Executive Assistant/Social Media Coordinator
(Non-exempt hourly position) HOURS: Part to full time, 25-35 per week REPORTS TO: Executive Director GENERAL DESCRIPTION:
Serve as assistant to the Area 1 Agency on Aging (A1AA) Executive Director. Perform a variety of moderately complex clerical duties, including preparation of state contracts, correspondence, agendas, minutes, marketing materials, and periodic reports. Serve as clerical support to the A1AA Board of Directors and A1AA Advisory Council.
Design and produce materials for print, website, Mailchimp or social media, and manage content, for broad agency needs. Support Program Managers with their materials and media content as requested.
Works with a dynamic team to provide important services to older adults in Humboldt and Del Norte counties. Position requires an extremely organized, outgoing and professional person to provide support to a diverse group of clients, staff and other service professionals.
SPECIFIC DUTIES:
1. Coordinate the submission of all required documents to the State Department of Aging for Area Plan, HICAP, MIPPA and all other contracts through CDA.
2. Maintain and organize subcontractor documents, ensuring all required forms are submitted and kept up to date in contract files.
3. Prepare monthly Board of Directors meeting agenda packet. Attend Board of Directors meetings and take minutes. Prepare and submit minutes and reports to the Board and its subcommittees. Track board member terms. Update Board manuals annually.
4. Assist in the accurate preparation of official documents, correspondence, and confidential personnel documents related to the executive director; provide administrative support (scheduling and taking of minutes) for meetings staffed and attended by the Executive Director.
5. Coordinate advertising of open positions and agency services by providing managers with necessary information and quotes and reviewing paperwork for accuracy before submitting to fiscal.
6. Work with executive director and the board resource development committee on fundraising events, including the annual appeal; assist in the development of campaign and fundraising materials.
7. Supervise receptionist’s input of donations into Givebutter and ensure thank you letters and/or notes are sent in a timely fashion.
8. Prepare Area 1 Agency on Aging Advisory Council meeting agenda packet.
Attend Council meetings and take minutes. Prepare and submit minutes and reports to the Council. Track Advisory Council member terms. Update Council manuals annually.
9. Receive incident reports and share with leadership for follow up, depending on seriousness of incident. Share with executive director if immediate action is needed.
10. Maintain and safeguard the following digital and hard copy records: Agency Policies and Procedures Manual, Employee Handbook, Supervisor’s Handbook, board of directors and advisory council agendas and minutes, and contracts with funders.
11. Assist in the design and production of program related marketing/outreach materials that can be prepared in-house and coordinate with outside companies for materials that they produce for us.
12. Assist with coordination of events and special projects, including volunteer recognition, as assigned.
13. Manage website and social media content and be the voice of the organization’s regular online presence. Develop website promotions, email newsletters and online outreach campaigns. Send press releases for events.
14. Plan and carry out periodic destruction of old administrative records as determined by policy.
15. Assist in coordination and preparation of grant proposals and other reports for submission to required agencies.
16. Other duties, as assigned.
QUALIFICATIONS:
Three years of progressively responsible administrative assistant or secretarial experience. High school diploma or equivalent required. Additional courses in office or business practice, social media and fundraising helpful.
DEMONSTRATED ABILITIES REQUIRED:
Intermediate to advanced knowledge of Canva, Google and Microsoft Office applications, including Word, Excel, Outlook, Power Point, and Publisher; ability to provide accurate and professional transcription of meeting minutes; familiarity with standard letter forms, business procedures, and office equipment, various social media platforms, and on-line payment systems.
Excellent written and oral communication skills; planning and organizational skills; attention to detail; ability to consistently exercise good judgment; analyze and solve problems; to function as a positive, cooperative and flexible team member and relate to people of diverse backgrounds; ability to coordinate multiple assignments and maintain accurate records. Highly self-motivated and directed while adhering to Agency policies and guidelines. Demonstrated ability to work independently.
PHYSICAL REQUIREMENTS:
The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. A hybrid position could be considered for an applicant with extremely high skills.
Essential Physical Requirements:
Ability to work on multiple tasks.
Pleasant and clearly understandable phone voice.
Ability to sit at a desk for up to two hours at a time.
Ability to lift and/or move from 10 up to 25 lbs.
Ability to operate computer and other equipment necessary to the position.
Must have sufficient mobility to move around the community using your own car or alternate transportation. If personally driving a vehicle, a valid California Driver’s license will be required.
Ability to file and shelve physical documents and materials.
In the event of a community or agency disaster, job duties and responsibilities may change as directed by the Executive Director or other authorized agency representative. These duties would be related to assisting our client population, senior service providers, the agency, or other community organizations, in disaster and recovery operations, following the agency disaster plan.
