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Executive Assistant/Office Coordinator

This job is no longer available

Santa Barbara, CA, USA

We warmly invite qualified applicants to consider this opportunity to make a life changing impact on the millions living with the disease, their caregivers, and those that may be diagnosed with the disease in the future. Read on to learn more about the role, then visit our website to find out more about who we are and why we've been recognized as a Best Place to Work the last ten years in a row.

The Executive Assistant/Office Coordinator is responsible for providing the Executive Director with administrative support, as well as supporting the VPs of Programs and Development as needed. Additionally, this position functions as the office manager for the Chapter, with access to information of a highly confidential and critical nature.

Areas of Responsibility: 
  • Perform administrative coordination duties for the Executive Director, including anticipating needs, scheduling, coordinating meetings, calendaring, making travel arrangements, managing/maintaining information, tracking, reporting, entering data and other special projects. 
  • Manage teleconference scheduling, meeting logistics, minutes and rosters for Board of Directors, Board Committees and other meetings.
  •  Perform a wide variety of office management duties, including maintaining office equipment, managing office passes and keys, covering the reception desk, answering incoming calls, managing office supply inventory, distributing mail/deliveries and providing basic IT support. 
  • Recruit, train and provide guidance to office volunteers and manage projects for front office volunteers.  
  • Manage relationship contact systems.
  • Perform basic accounting functions such as entering AP/AR, preparing deposits/invoices, completing payment requests and account reconciliations.
  • Assist the Executive Director with budget preparation.
  • Coordinate onboarding of new staff, including setting up workstations and computers, issuing keys/passes and phone set up.  
  • Provide interim staff support during absences and vacancies as needed.
  • Actively participate in a team-oriented environment, assisting where needed and engaging in the overall goals of the Chapter.
Educational Background: 
A high school diploma or equivalency. A Bachelor’s Degree is preferred
  • A minimum of four years of experience coordinating office activities
  • Customer service experience preferred
  • Experience working with volunteers preferred
  • Ability to analyze information to anticipate situations requiring forethought and follow-through with executives and multiple stakeholders, including making timely and appropriate decisions
  • Ability to work independently, self-start and take initiative in a growing, fast-paced organization
  • Ability to coordinate multiple tasks simultaneously and work with frequent interruptions
  • Ability to multitask, prioritize and meet deadlines
  • Ability to work with attention to detail and accuracy
  • Ability to collaborate and work well as part of a team; flexibility and adaptability are essential
  • Ability to demonstrate confidence, integrity, confidentiality, diplomacy and initiative
  • Ability to work with diverse communities and demonstrate inclusion
  • Proficiency in Microsoft Office, Google Suite and database management 
  • Excellent verbal, written and interpersonal communication skills
  • Ability to work some evenings and weekends
  • Ability to travel within the Chapter territory 
  • Access to reliable vehicle, valid driver’s license and proof of insurance
  • Ability to lift up to 30 lbs

Organization Info

Alzheimer's Association

Chicago, IL, United States
About Us

The Alzheimer’s Association is the leading voluntary health organization in Alzheimer's care, support and research. Our mission is to eliminate Alzheimer’s disease through the advancement of research, to provide and enhance care and support for all affected, and to reduce the risk of dementia through the promotion of brain health. Our vision is a world without Alzheimer’s®.

Listing Stats

Post Date: 
Sep 15 2019
Active Until: 
Oct 15 2019
Hiring Organization: 
Alzheimer's Association