Executive Assistant (Administrative)

Executive Assistant
FLSA Status: Non-exempt
Department: Administration
Reports to: President & CEO

For 50 years Metropolitan Organization Countering Sexual Assault (MOCSA) has been an essential part of the Kansas City metro region. Our mission is to improve the lives of those impacted by sexual abuse and assault, and to prevent sexual violence in our community. MOCSA is an award-winning employer with a commitment to survivors, evidence-based practices, and trauma stewardship. MOCSAs Executive Assistant must be creative and enjoy working within an environment that is mission-driven, results-driven, and community-oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations and will possess strong written and verbal communication, administrative, and organizational skills.

At MOCSA we are committed to Inclusion, Diversity, Equity & Accessibility (IDEA) and invite you to be part of our dedicated and passionate team. We are an Equal Opportunity Employer who embraces and encourages differences in age, color, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics that make us unique. Individuals who have been personally impacted by sexual violence are encouraged to apply. We believe that each employee is key to our success, and inclusion is everyones responsibility.

SUMMARY
The Executive Assistant provides executive level support to the President & CEO and Vice President of Programs. The Executive Assistant serves as the primary point of contact for the President & CEO, provides support to the Vice President of Programs, and serves as a liaison with the Board of Directors. The Executive Assistant must be able to balance multiple priorities and manage a wide variety of activities and confidential matters with discretion.

JOB OBJECTIVES

I. Board Management & Support
Act as a liaison and provide support to the Board of Directors.Complete administrative board duties including maintaining Board and committee calendar, roster, and matrix; ensuring completion of annual conflict of interest forms, annual background checks and survey for Board of Directors; maintaining Board of Directors contact information, list serves, and SharePoint account, including board documents and resources.Coordinate board meeting logistics including drafting agendas and planning board education, distributing board packets, handouts, and presentation materials; ordering food and supplies, prepping board room and technology; taking minutes and obtaining approvals; tracking attendance and ensuring a quorum for necessary board meetings.Adhere to compliance with applicable rules and regulations set in bylaws regarding board matters.Assist with special board projects, as assigned.

II. Executive Support
a. President & CEO:
i. Provide administrative support including proactively managing calendars, directing visitors, scheduling meetings and conference calls, managing and prioritizing phone messages, correspondence and email.
ii. Ensure the President & CEO is appropriately briefed and prepared with sufficient time in advance of meetings, conference calls, events.
iii. Manage and process the President & CEOs travel including bookings, accommodations, transportation, and mileage.
iv. Coordinate completion and timely submission of President & CEO expense reports, time tracking, and submit for approval to Board or Directors as needed.
v. Draft and edit the President & CEOs internal and external communications as needed.
vi. Cultivate and maintain relationships with high level donors and supporters.
vii. Coordinate internal executive and senior management team meeting logistics including agendas, reminders, attendance tracking, materials, room reservations, technology, action items, monthly committee reports, minutes, meals, and communication.
viii. Prioritize conflicting needs and handle matters independently and expeditiously.
b. Vice President of Programs:
i. Provide administrative support including scheduling meetings and conference calls and assisting with correspondence and email.
ii. Coordinate meeting logistics for program management team, all staff meetings, and agency-wide trainings including agendas, reminders, attendance tracking, materials, room reservations, technology, action items, minutes, meals, and communication. Examples of staff trainings include monthly All-Staff meetings, Language Access Plan, Confidentiality, Crime Victims Compensation.
iii. Manage and process travel including bookings, accommodations, transportation, and mileage for senior management team and other staff, as needed.
iv. Serve as backup for reception desk coverage, as needed.
III. Project Management
Oversee and manage department monthly dashboards and metrics project including data management and quality assurance.Oversee large, often cross functional, organization-wide projects, initiatives, or strategic plans as assigned by President & CEO; bring together important stakeholders and help drive decisions.Assist the President & CEO with special projects, including research, data compilation, and follow-up on assigned tasks.Track timelines, monitor progress and task achievement of various projects to ensure that deadlines are met, and goals accomplished.Assist with funder communication including filing grant correspondence and reviewing grant files for accuracy.Maintain up-to-date Community Partner Meeting spreadsheet through coordination with directors.Manage monthly Director Report due dates and distribute reports to Senior Management Team and include in Board of Directors meeting packet.Propose the creation of new systems and processes to streamline operations.

The responsibilities described represent the primary responsibilities of the job. Other responsibilities may be assigned as warranted by business needs. The incumbent is expected to complete all assigned duties. Grant funds may only be used for the provision of approved activities.

KNOWLEDGE/SKILLS/LICENSURE/CERTIFICATION
Minimum Qualifications
Bachelors degree with two years experience in an executive level administrative position or equivalent combination of education and related work experience. Proficiency in MS Office applications including Word, Excel, and PowerPoint. Excellent interpersonal, phone, and written communication skills, including experience communicating effectively with a wide range of audiences. Proven ability to maintain discretion and confidentiality. Strong attention to detail in administrative support, project management, and data entry.

Preferred Qualifications
Experience working in a nonprofit organization.

PHYSICAL AND MENTAL DEMANDS
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.
Physical Demands
Work is typically performed in an office environment. While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

Mental Demands
While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with staff, administration, funders, and others encountered in the course of work.

WORK HOURS
This is a full-time position; business hours are Monday through Friday, 8:30 a.m. to 5 p.m. Occasional evening and weekend work may be required as job duties demand.

TRAVEL
Occasional travel throughout the Kansas City metropolitan area for meetings or special events.

BENEFITS
Full time benefits include 15 days of vacation, 15 paid holidays, 12 sick days, birthday holiday, winter break, 100% employer sponsored health, dental, vision, life, short-term, and long-term disability insurance, EAP, and 2% 403(b) match.

The salary range for this position is $64,000 - $78,000. The base salary range for this role is determined by several factors, including but not limited to education, skills, licensure and certifications, and experience. The upper portion of the salary range is typically reserved for existing employees, and/or those with advanced credentials.

At MOCSA, the safety of our team and the individuals we serve is our number one priority. Thats why all offers of employment are contingent on the candidate successfully passing a criminal and child abuse and neglect background check, including fingerprinting.

APPLICATION INSTRUCTIONS
Please apply with a cover letter and resume via MOCSA Careers.