Administrative Assistant – Executive Office

Reports to: Director of Administration and Office Operations

OVERVIEW

The Administrative Assistant will support both the Director of Administration and Office Operations (DAOO) and the Chief Executive Officer (CEO) in an administrative capacity. The Administrative Assistant is self-motivated, professional and capable of managing a diverse workload and prioritizing tasks, handling confidential matters with discretion, and adapting to competing demands and activities. Additional responsibilities focus on supporting office management, projects and organizational development activities. This position is classified as a full-time (32 hours/week) hourly (non-exempt) position reporting directly to the DAOO with a dotted line to the CEO. This position has no direct reports. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Provide administrative support and assistance to the Director of Administration and Office Operations and the Chief Executive Officer.Complete a variety of administrative tasks, including managing calendars as well as composing and preparing correspondences.
• Collect, prepare, and distribute appropriate briefing materials, and ensure information flow to and from the CEO’s office.
• Communicate with and respond to external stakeholders and internal team members in a timely manner, and review correspondence and draft response as appropriate.
• Conduct research as directed to inform the development of organizational programs.
• Project management of special projects as directed.
• Assist in preparing reports by collecting, analyzing, and summarizing data and trends.
• Work with DDP team members to compile and maintain CRM profiles, track contracts, including but not limited to Salesforce. 
• Review and gather receipts to support approved credit card purchases.
• Manage kitchen supplies and organization to support daily office operations.
• Oversee office supply management and ensure shared spaces remain stocked and orderly.

NON-ESSENTIAL DUTIES AND RESPONSIBILITIES

• Other related duties, as assigned.

QUALIFICATIONS AND CORE COMPENTENCIES 

• Associate degree in a related field and a minimum of 5 years of experience in administrative and executive support or a combination of education and/or experience.
• Proficiency in Microsoft Office and Salesforce, with the ability to learn future programs and software when needed.
• Proficiency in the use of PowerPoint to create and edit presentations.
• Familiarity with emerging workplace AI technologies and actively identify opportunities for process automation and workflow improvement.

QUALIFICATIONS AND CORE COMPENTENCIES, CONTINUED

• Strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic  balance among multiple priorities.
• Ability to handle confidential information with good judgement and discretion.
• Capacity for adaptability and collaboration.
• Exceptional interpersonal skills and professional demeanor.
• Strong organizational, project management and problem-solving skills.
• Experience in an office and contract management role with exposure to municipal and nonprofit environments.
• Ability to gain an understanding of DDP’s business operations.
• Willingness to demonstrate commitment to DDP’s mission, vision, and core values.