Charitable Advisors LLC
  • 23-Aug-2018 to 22-Sep-2018
  • - Damien Center
  • Indianapolis, IN, USA
  • Commensurate with experience and ability
  • Full Time
  • Medical, Vision, Dental, Life Insurance, Short Term and Long Term disability, 403B-Retirement, Vacation Days

The Executive Assistant provides professional administrative support to ensure The Damien Center and Damien Cares operate in an organized, efficient, and professional manner. The position provides day-to-day administrative support to the President and CEO and the Director of Human Resources and Operations. Additionally, the position provides limited database support to the resource development officer. The Executive Assistant demonstrates strong leadership skills in working with management, staff, donors, and board members to accomplish the strategic goals of the organization.
 
About The Damien Center and Damien Cares
The Damien Center empowers communities and persons affected by HIV/AIDS in the state of Indiana by being a leading resource, provider, and advocate for comprehensive HIV/AIDS care, prevention, education, and related services. The Damien Center provides client-centered social services focused around care coordination, mental health, housing, and nutrition to the Indianapolis community. Damien Cares is a separate nonprofit that offers individuals living with HIV in Central Indiana access to infectious disease care and primary care. The clinic also offers medication to prevent HIV infection and counseling for those at substantial risk for contracting HIV. The partnership between The Damien Center and Damien Cares enables us to address both the medical and supportive services needs of our patients, a key factor in ensuring that they are able to achieve self-sufficiency and thrive. The Damien Center and Damien Cares are co-located and integrate care to offer innovative solutions to the HIV epidemic in our community.
 
Duties and Responsibilities of this position include but are not limited to:
• Provides administrative support to the President and CEO, including but not limited to calendar management, expense report management, mail processing, and travel coordination; keeps the CEO updated and informed about upcoming appointments and meetings
• Communicates directly to Board members, donors, and others on behalf of the President and CEO with high customer service skills
• Serves as the administrative liaison to the Board of Directors and its committees, including updating membership rosters, managing meeting invitations, communicating logistical details, copying and distributing appropriate handouts, taking meeting minutes, maintaining files, and other tasks assigned 
• Researches and prioritizes incoming issues that affect the organizational leadership team and determines the appropriate course of action
• Provides administrative support to the Director of Human Resources and Operations, including coordinating employment paperwork, job postings, interview scheduling, and reports as needed 
• Provides limited administrative support to the Resource Development Officer, including but not limited to database entry, donor visit coordination, and sponsorship packet organization
• Provides support to other leadership team members as requested or assigned
• Coordinates meetings, including attendee management, materials preparation, room set-up, and issue resolution
• Maintains assigned filing systems including creating copies, making pdf documents, saving files to the shared drive, and other needs as identified
• Assist with grant-related materials such as creating training binders and updating project binders as needed
• Assists with or manages various special projects, staff training, and other general office tasks as needed or assigned
• Daily sort mail and document invoices and deposits; make deposits as needed
• Serve as back-up for front receptionist, as needed
• Prepares invoices for payment and coordinates with the financial officer as needed 
• Receive, sort and distribute mail according to established protocol
• Greet and assist visitors who are meeting with leadership team members
• Ensure conference rooms remain straight, clean and stocked
• Ensure that the mailroom supply closet is stocked, and supply orders are approved
• Other administrative duties as requested
 
Knowledge, Skills, and Abilities required but are not limited to:
Possess strong organizational and administrative skills. Excellent interpersonal skills. Excellent computer skills in a Microsoft Windows environment. Ability to work independently and achieve high standards and meet deadlines. Strong calendaring, organizational, and document management skills required. Proactive approach to solving problems and communicating to leadership. Experience in working in the nonprofit sector and with a Board of Directors desired. Knowledge of office management systems, procedures, and office equipment required. Excellent time management skills and ability to prioritize work. Strong written and verbal communication skills.
 
Minimum Qualifications:
Minimum of a high school degree with a Bachelor's degree or equivalent preferred. Two to three years of administrative assistant experience required and five or more years preferred. Experience in nonprofit and/or medical setting preferred. Able to sit for long periods of time, Able to lift objects up to 25 pounds.
 
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Charitable Advisors LLC

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