Executive Assistant (Part Time)

Role Description

The Executive Assistant supports the Executive Director and other members of the leadership team of the Ohio Victim Witness Association (OVWA) to promote and facilitate efficiency, consistency, and organization within the agency. The Executive Assistant will manage scheduling, correspondence, and logistics related to donor meetings, board communications, and grant deadlines, ensuring the Executive Director’s time is focused on high-impact relationship-building and grant writing. The Executive Assistant will build and maintain systems that support the Executive Director’s development work–tracking proposals, deadlines, and reporting requirements; organizing shared files; and ensuring all documents and data are up-to-date. The Assistant will also complete other administrative tasks that align with key priority areas for the agency, such as problem-solving issues for our members, updating policies and procedures, supporting administrative tasks, and identifying areas for improvement.

This job description defines tasks for which the Executive Assistant shall have primary responsibility, but is not intended to limit the overall scope of the position or assigned duties.

This is a part-time, hourly position. Starting wage is $21/hour for approximately 20 hours per week. For part-time employees, OVWA’s 20 days of PTO and 14.5 paid holidays are prorated.

General Responsibilities

• Manage communication and the calendar for the Executive Director; schedule meetings.
• Identify priorities that need to be addressed by the Executive Director and ensure other items are addressed by the appropriate team members; provide excellent customer service and ensure timely, professional communication with internal and external partners.
• Manage and prepare for special events/meetings for the Executive Director in office, online, and in the field.
• Manage and prepare correspondence for the Executive Director.
• Provide general administrative support to the Executive Director, including making travel arrangements/registration for conferences.
• Support day-to-day operational functions for OVWA and identify/implement solutions to make work more efficient and mission-focused.
• Manage physical office needs and purchase furniture, equipment, and supplies as needed; order stationery and correspondence materials.
• Manage and organize office procedures and administrative systems to ensure efficient and productive operations; update policies and procedures.
• Support onboarding of new OVWA staff.
• Serve as a face of OVWA with visitors and contractors; provide excellent customer service.
• Manage special projects (e.g., policy, stakeholder engagement, events) to support the OVWA mission as assigned.
• Establish and manage travel processes/procedures for all staff.
• Contribute to the OVWA staff team and build a positive work environment.
• Work with other OVWA staff team members to build a friendly, supportive, healthy, high-functioning team.
• Support major events sponsored by OVWA as part of a collaborative team.

Fiscal Responsibilities

• Manage financial documentation processes.
• Improve and manage processes related to check requests, credit card documentation, contract approvals, and grant documentation.
• Prepare check requests and documentation; assist with the compilation/review/audit and funder reporting requirements.
• Prepare timely expense reports for Executive Director and staff.
• Accurately document trainings, conferences, and time records.
• Complete timely expenditure reports and grant reports; support grant management.
• Support grant applications and tracking processes for diverse portfolio of foundation grants.

Minimum Qualifications

• A passion for victim-centered, trauma-informed, culturally-responsive advocacy and the ability to communicate this passion to others.
• Strong multitasking ability and work ethic.
• Must be able to organize and prioritize work, be proactive, take initiative, resolve problems, follow through, and simultaneously manage multiple priorities to ensure goals are met in a timely manner.
• Outstanding attention to detail and organizational skills.
• Ability to express ideas effectively using verbal, nonverbal, and writing skills.
• Able to work well individually and as a team; strong interpersonal skills, professionalism, and customer service.
• Ability to make critical judgments and perform complex tasks independently.
• Ability to organize and manage time ef…