Education Opens Doors: Seeking Executive Assistant

We are seeking an Executive Assistant (EA) to provide administrative support for the Executive Director of Education Opens Doors. The EA will primarily schedule meetings, manage calendars, and proactively develop systems to increase the organization and efficiency of the Executive Director. The EA will also be responsible for the day-to-day operations of the Education Opens Doors office, ensuring that it is a safe, productive, clean, and comfortable work environment for all staff and guests of Education Opens Doors. The ideal candidate for this position is detail-oriented, organized, highly collaborative, and comfortable working primarily in an office environment. This position will report directly to and work closely with the Executive Director.

Primary Responsibilities

ADMINISTRATIVE ASSISTANT TO THE EXECUTIVE DIRECTOR (50%)

  • Providing ongoing administrative support including scheduling meetings and conference calls, maintaining calendars, arranging travel, and processing expenditures for the Executive Director

  • Collecting information and resources required for the Executive Director to conduct meetings effectively

  • Proactively developing systems to increase the organization and efficiency of the Executive Director

  • Drafting and editing handwritten and digital correspondence to external and internal contacts

  • Other projects, assignments, tasks, and support as assigned by the Executive Director, including organizational culture building, development and fundraising, and external communications

OFFICE MANAGEMENT (30%)

  • Managing and maintaining the physical space (reception, seating, access & security, maintenance requests, common areas) to enhance brand identity, productivity, and staff satisfaction.

  • Coordinating large-scale events based in the office

  • Serving as main contact for office, the primary driver of people-centered service acting as a liaison to building management, local vendors, mail carriers

  • Maintain office systems, procedures, technology & resources

  • Support the office transition process for new, existing and transferring staff members, acting as the main contact for office operations and ensuring that they have the appropriate materials (desktop, laptop, telephone, office procedures, etc.) to operate

OFFICE OPERATIONS (20%)

  • Manage the procurement, organization, distribution and inventory of supplies, including technology, general office, and shipping supplies

  • Ensure all office meeting rooms and common spaces are organized, supplied, and clean daily through an office-wide cleaning management plan

  • Manage the office printers and copiers, including supplies and maintenance

  • Manage all shipping from the office

  • Coordinate ongoing repair and maintenance for the office

  • Manage all scanning, filing, and recording of all staff and organization receipts

  • Digitally deposit incoming payment and update donor and cu

Chantel Hobbs