Herring Gut Learning Center does not discriminate on the basis of race, ethnicity, gender, sexual orientation, disability, nationality, political affiliation, age, or religious beliefs in the administration of its programs.

Executive Assistant
Reports to:  Executive Director

Part 1: Position Summary

Our organization is seeking an Executive Assistant to manage office/business affairs, and handle duties for the Executive Director. We are looking for an individual who is efficient and comfortable being a member of a team. The ability to multi-task, while maintaining schedules and managing administrative support, is essential in this position. The ideal candidate for this job is resourceful, organized, has strong written/verbal/digital media communication skills, is a good problem solver, and enjoys interacting with people. Assuring a steady accurate completion of workload in a timely manner is key to success in this position.

Part 2:  Duties and Responsibilities

  • Assists Executive Director to ensure compliance with the HGLC bylaws, and applicable policies, when carrying out Board and Board committee matters, including advanced distribution of materials before meetings.
  • Completes a broad variety of administrative tasks for the Executive Director, including taking minutes at Board meetings, certain Board committee meetings, and other meetings as assigned; managing an active calendar of appointments; maintaining essential, confidential databases of donors and sponsors; arranging travel plans, itineraries, and agendas.
  • Composes and manages distribution of digital news and organization media sites.
  • Implements and completes projects independently.
  • Works closely and effectively with the Executive Director to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
  • Assists Executive Director with administrative matters related to internal management of the organization (which can be confidential).
  • Assists in management of the organizational budget and routinely reports to the Executive Director and Board of Trustees Finance Committee on the status of this budget.
  • Assumes responsibility for maintenance of office equipment, including computers, copy machines and phones.
  • Maintains office supplies with inventory control and ordering.
  • Responds to public questions and requests for information
  • Assists in the registration process for organizationally sponsored events.
  • Performs other duties as assigned by the Executive Director.

Part 3: Qualifications

  • Degree from a 2-year college or university, or comparable experience
  • Professional demeanor, strong judgement, maturity and exceptional interpersonal skills
  • Ability to provide exceptional internal and external customer service to the Executive Director, organizational staff, Board members, donors, customers, and others
  • Proficiency in websites, digital media programs, iOS programs, Google suites, and fundraising software
  • Ability to analyze and revise operating practices to improve efficiency
  • Detail oriented
  • Exceptional communication skills
  • Superior organization skills and dedication to completing projects in a timely manner
  • Experience in planning and supporting on-site and off-site meetings
  • A well-organized and self-directed individual, with exceptional time management skills, including the ability to work under tight deadlines, prioritize and efficiently manage multiple projects.
  • Positive attitude with the ability to handle a variety of issues and individuals on staff and outside the office with tact and courtesy
  • Excellent demonstrated oral and written communication skills
  • Familiarity with the taking of corporate minutes and use of Roberts’ Rules of Order.

Hours and Compensation

  • Work week to be determined: ideally 32 hours
  • Twelve months of year calendar
  • Vacation, personal leave and sick leave 
  • Health insurance for full time employee 
  • Option for employer match IRA when qualified
  • Salary: dependent on determination of work week

To apply, please email your resume with cover letter by April 23, 2019 to:  
Kathy Barker, Executive Director 

Herring Gut Learning Center does not discriminate on the basis of race, ethnicity, gender, sexual orientation, disability, nationality, political affiliation, age, or religious beliefs in the administration of  its programs.


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