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Current Openings:
Executive Assistant/Office Manager
The Executive Assistant/Office Manager is a key position, responsible for directly supporting the BIO Girls leadership team and internal operations. The ideal candidate will possess exceptional office management skills, a strong customer service orientation, and the ability to anticipate and execute on requests of the leadership team. This role will coordinate day-to-day activities, manage administrative needs, ensure timely flow of information, and facilitate regular and timely communication, as instructed.
To be successful in this role, the Executive Assistant must demonstrate a high level of interpersonal skills and accommodate working styles and perspectives of individuals across the organization. An ideal candidate will have strong organizational skills and attention to detail, and work intentionally to meet deadlines. This position reports directly to the Chief Executive Officer and Chief Operations Officer. This is a 20-hour per week position.
Essential Duties:
Efficiently assist in scheduling, prioritizing, and providing logistical support for virtual and in-person internal and external meetings and events for the BIO Girls leadership team, including coordinating routine and ad hoc meetings with internal and external contacts.
Responsible for prompt follow up after internal and external meetings, including note-taking and post-meeting communications.
Partnering with the leadership team to gather information from multiple stakeholders to assist in meeting preparation, summarizing key points, and updating documentation.
Develop and implement meaningful reports and effective reporting procedures to ensure data accuracy and integrity.
Collaborating with various teams, including development, operations, and marketing to understand their reporting needs and fulfill them.
Assisting and coordinating in planning office celebrations, donor meetings, board meetings, and other events as identified.
Manage incoming mail, calls, and inquiries and direct them to the appropriate contacts.
Manage all office tasks, including daily operations.
Serves as office contact for printers, coordinating services calls, and procuring office supplies.
Receiving and documenting donations, according to process.
Maintains tidiness of office space, including relationship with the property manager, and manages sundry supplies.
Organizing and prioritizing tasks independently and with discretion.
Manage vendors such as water suppliers and cleaning services.
Other duties as assigned.