Assistant Executive Director

*Please review the job requirements and necessary experience before applying*

JOB SUMMARY

The core duties of the Assistant Executive Director revolve around supporting others, both internal and external stakeholders, and managing financial record keeping. Ability to regularly handle highly important confidential information and documents while managing multiple priorities is critical. They shall also assist the Executive Director in whatever manner is deemed necessary to promote smooth functioning of agency operations. These duties can vary widely, not just from job to job, but from day to day.

During the planned or unplanned absence, incapacity, or inability of the Executive Director to perform their duties, the Assistant Executive Director is hereby designated as Acting Executive Director. The Acting Executive Director is authorized to execute all day-to-day administrative, fiscal, and programmatic responsibilities of the agency until the Executive Director returns or the governing body takes further action.

DUTIES/RESPONSIBILITIES

• Assists with maintaining agency financial records via QuickBooks platform, including accounts receivable and accounts payable*
• Provides basic research, troubleshooting, and support on finance-related activities
• Manages databases utilized by SPCS*
• Prints and prepares organizational materials and collateral, as needed
• Supports the writing and editing of grant applications, letters of inquiry, and production of interim and final grant reports
• Supports Human Resources functions, including but not limited to screening candidates, conducting interviews, processing new hires, etc., as needed
• Access to key operational stakeholders and functional systems deemed necessary for organizational operations*
• Completes monthly reporting and surveys required for organizational partnerships and funding, attending meetings as assigned*
• Orders and maintains inventory of office supplies*
• Administrative duties as required, which may include but are not limited to: Answer phones and greet visitors*; Schedule appointments and maintain calendar for Executive Director, as requested; Schedule and coordinate staff meetings and events, as requested; Correctly processes mail, packages, invoices and revenue received*; Prepare weekly income/expense spreadsheet for approval by the Executive Director*; Compile and maintain records of office business transactions*; Utilize office-management software such as Microsoft Suite and other programs as needed*; Operate office equipment including printers, copiers, and multimedia instruments*;
• Financially responsible and able to safeguard purchases made on behalf of the organization*
• Fully trained to answer crisis conversations and ability to coach/train crisis counselors and will act as Admin on Call, as requested*
• Maintains confidentiality of information, data or documents exposed to in course of daily work*
• Attends organizational meetings, in-person or virtual, as required
• Develops and maintains positive and effective working relationships with other staff and volunteers at SPCS
• Attends regularly scheduled one-on-one meetings with the Executive Director*
• Assists in maintaining a clean, safe, and confidential workspace
• Performs additional responsibilities as they develop and are assigned*

* Essential Job Function

REQUIRED SKILLS AND ABILITIES

• Strong empathy, active listening, communication, teamwork, and interpersonal skills
• Excellent phone skills including a speaking voice that is clear and articulate
• Excellent listening skills and attention to detail
• Ability to function well in a high-paced and at times stressful environment
• Proficient with Microsoft Office Suite or related software
• Technologically savvy; ability to conduct basic troubleshooting when necessary
• Ability to manage and prioritize various tasks
• Excellent time management skills and ability to meet deadlines
• Excellent verbal and written communication skills
• Exhibit interpersonal skills which encourage a comfortable working environment among staff, volunteers, and visitors
• Excellent organizational skills and attention to detail
• Strong analytical and problem-solving skills
• Proficient in QuickBooks platform
• Ability and willingness to run occasional errands in town, as requested
• Must become Certified in ASIST (Applied Suicide Intervention Skills Training) within three months of hire - (organization sponsored)

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