Job Descriptions

Executive Assistant

• Keep Board binders updated
• Prepare and post all notices/agendas for meetings in a timely manner
• Electronic Newsletter
• Website Maintenance
• Set up social networking sites (i.e. Facebook)
• Manage checkbook
• Run errands, including signatures on checks and documents
• Create a form for paying bills
• Create a form for moving money when time to make grant payments (from Tracey to Jan to Asst.)
• Assist in planning and preparation for Grant Collaboration, Board Retreat, Annual Meeting, Annual Update to the Community Meeting
• Learn Quicken Program
• Prepare and maintain CEO and Board correspondence
• Maintain CEO calendar and schedule appointments
• Maintain Foundation master calendar of Board/Committee meetings
• Prepare all materials needed for Board and committee meetings
• Coordinate arrangements for Board Meetings and Committees of the Board
• Record, transcribe and archive Board minutes, corporate documents and Committee meetings
• Coordinate staff, Board Members and consultant travel
• Receive, open and distribute all mail
• Provide copies of deposit slips, checks and remittance invoices to the Accountant
• Maintain office supplies and notify Grant Manager when purchases need to be made
• Maintains familiarity with the Foundation’s Articles, Bylaws, and Cooperative Endeavor Agreement, and the Coordination Agreement, and works to assist the Foundation in complying with each of them.  In the event of a conflict in performing assigned job functions and/or multiple task assignments, the Executive Assistant shall request assistance or prioritization of duties from the CEO
• Assist President/CEO and Grant Manager as needed
• All other activities and duties as may be assigned
• Reports directly to President/CEO