Executive Administrative Assistant

Lafayette Industries is a dedicated non-profit organization committed to promote independence, advocate for equal rights, and create opportunities for those facing physical, developmental, and intellectual challenges. We provide vital resources, services, and community programs that improve lives and foster a more inclusive society.
 
We are seeking an Executive Assistant to join our passionate team. This role is an exciting opportunity to provide critical administrative support to our executive leadership and contribute to the organization as we work towards our mission.
 
This position supports the Chief Executive Officer and works closely with the Senior management team and key outside stakeholders.  Position is based at Lafayette West.
 
ROLES AND RESPONSIBILITIES  

• Manage administrative support tasks for the Chief Executive Officer. 
• Take ownership of tasks such as calendar management, correspondence, research, report preparation, and file organization both for the Corporation and the CEO.
• Maintain receipts and mileage logs for CEO.
• Coordinate Staff and Board Meetings to include scheduling venues, setting up audiovisual equipment and refreshments, distributing invitations, agendas, and other relevant materials, and communicating with participants before and after meetings. Scheduling Board and committee meetings and preparing meeting minutes if necessary.
• Coordinate monthly/annual employee celebratory events, including but not limited to work anniversaries, birthdays and retirements
• Input and record all incoming donations.
• Maintain organizational records, including Board meeting records, updated nonprofit documents and state registration, current articles of incorporation and bylaws, current conflict of interest and code of ethics certificates, contracts, etc.
• Oversees the creation of company databases for business letters and other key company correspondence
• Coordinate after work volunteers for employee enrichment programs
• Assists CPO, CFO, COO, CAO  as needed
• Respond to inquiries via telephone, mail, and email in a timely fashion.
• Perform receptionist duties as needed.
• Other duties as assigned by the Chief Executive Officer.

• Minimum five years of experience providing administrative support to senior level or divisional staff.
• Bachelor’s degree a plus.
• High level of competence with MS Office Suite particularly Word, Excel, Outlook, and PowerPoint.
• Competence with QuickBooks accounting software
• Detail-oriented, organized, and able to manage multiple tasks and responsibilities simultaneously while meeting relevant deadlines.
• Ability to maintain professionalism and confidentiality in sensitive, complex, and/or controversial situations.
• Strong writing skills; experience in drafting agendas, correspondence, presentations, reports, and other written documents.
• Excellent interpersonal and verbal communication skills.
• Understanding and experience with database management; ability to adapt to new technology.
• Self-starter with the ability to work both independently and on collaborative teams.
• Self-motivated and able to work well with frequently-shifting priorities and to appropriately identify immediate and/or problematic issues. 
• Experience working within a fast-paced consumer goods or nonprofit organization is desired.