Job Details

The Executive Department Executive Assistant /Mail Room attendant is a detail-oriented, thoughtful and proactive professional responsible for providing administrative and clerical support to the Organizational Advancement Officer. This individual will assist in keeping the Executive department running efficiently by managing many of our internal processes and developing new ones to keep us organized. This position is also responsible for sorting incoming mail and ensuring that it is delivered to the correct employees in a timely fashion according to a set procedure.

Essential Job Functions:

(Duties listed are not intended to be all inclusive nor to limit duties that might reasonably be assigned.)

• Provide administrative support to the Organizational Advancement Officer and Senior Executive Administrator as needed.
• Assist in scheduling meetings/appointments for the Organizational Advancement Officer and President & CEO if needed.
• Assist in the development and maintenance of stakeholder and legislative databases.
• Assist in ordering, monitoring, maintaining and distributing of office supplies for the Executive & Commission department.
• Assist in answering telephone calls and coordinate visitors' access for the department
• Adhere to established policies, objectives and time sensitive tasks and schedules.
• Receive mail from United States Postal Service mail carriers.
• Sort and collate mail.
• Receive outgoing mail for delivery to the USPS.
• Operate postage meters and scales; weigh items that will be mailed and affixes the proper postage.
• Record and reorder mailroom supplies.
• Answer employees' questions regarding mailings, rates and more.
• Deliver mail between buildings and post office.
• All other duties as assigned.

Required Knowledge, Abilities and Skills essential to Job Functions:

• Proven experience as an executive administrative assistant or in other secretarial position.
• Excellent knowledge of MS Office Suite, specifically Word, Outlook and Excel.
• Exemplary planning and time management skills.
• Ability to multitask and prioritize daily workload.
• Highly organized.
• Ability to multi-task and meet deadlines.
• Discretion and confidentiality.
• Ability to perform recurring tasks independently.
• Ability to follow written and oral instructions.
• Ability to operate a car.

Required Software Knowledge and Skills essential to Job Functions:

Proficiency in using computer systems and the listed software applications associated with performance of assigned work is essential. Basic problem-solving skills associated with software applications used is expected. Software usage relevant to job duties will be evaluated.

Software applications:

Microsoft Office.

Safety Responsibility:

Perform all job duties and responsibilities in a safe manner to protect oneself, fellow employees, and the public from injury or harm. Promote safety awareness and follow safety procedures and policies. Take an active part in reporting unsafe conditions and any hazards within the workplace to their Supervisor, Manager and/or the Safety Department.

Training and/or Education:

Completion of twelve years of school. Associate's degree in business management or related field preferred.

Required Experience:

Some secretarial experience preferred.

Licenses or Certificates:

Possess a valid Driver's License. Acquire a Virginia Driver's License within 60 days after the date of hire (in instances when an out of state license is not the applicant's current state of residence).

Special Requirements:

This position is classified as non-essential personnel.

FLSA Status:

Non-exempt

Physical Demands:

Work requires some bending, crouching, stretching and reaching. The physical demands 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.

Unusual Demands:

Work involves exposure to dirt and odors. The physical demands 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.

Equal Opportunity Employer, including disabled and veterans.
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