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Executive Assistant Office Manager

LRPC Meredith ,NH
  • Expired: over a month ago. Applications are no longer accepted.
Job Description

 

 

I.                 Executive Administrative Assistant Duties

 

In general, the Executive Assistant Office Manager is intended to work closely with Executive Director to manage and coordinate the overall office operations.  This position entails regular daily, weekly, monthly and other duties but also may be called on to assist the Executive Director with any number of tasks with very short notice.  This position requires self-motivation, a high level of organization and responsiveness, and excellent communication skills. 

Daily Duties

·   Greet visitors and determine whether they should be given access to specific individuals;

·   Answer and direct phone calls to appropriate parties or take messages;

·   Open, sort, and distribute incoming correspondence, including phone calls, faxes and email;

·   Direct communications (written/verbal) requiring Executive Director or Chairman’s personal attention;

·   Prepare, transcribe Executive Director’s correspondence;

·   Maintain knowledge of whereabouts of staff which may require reminding staff to maintain their online calendar and the office IN/OUT white board;

·   Keep organizational contact lists addresses;

·   File and retrieve corporate documents, records, and reports;

·   Work cooperatively with administrative assistant and other staff on some tasks as needed; and

·   Complete various impromptu tasks for the Executive Director

Weekly Duties

·   Perform general office duties, such as ordering supplies, maintaining records management database systems, and performing basic bookkeeping work;

·   Prepare reports, memos, letters, and other documents using Microsoft Office (Word, Excel, Access, and PowerPoint);

·   Maintain working and archive files including Organizational files; and

·   Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution.

Monthly Duties

·   Assist completion of projects including preparation of Executive Board and Commissioner agenda, minutes, consolidate time sheet and work description reports, and pertinent meeting information for their respective packets;

·   Prepare meeting rooms for Executive Board, Commissioners and TAC meetings to include but not limited to order, obtain refreshments, set out name cards, distribution of documents, secure sign-in sheets, etc.;

·   Attend Executive Board, Commissioners, and TAC meetings to record, take minutes with appropriate level of detail; and

·   Maintain Executive Board and Commissioner attendance records.

 

Other Duties

·   Conduct research, compile data, and prepare papers for consideration and presentation by LRPC staff, committees, and Executive Board;

·   Assist Executive Director with pertinent human resource issues found in Employee Handbook;

·   Make reservations for meetings and travel arrangements for LRPC staff;

·   Oversee General Office staff hired and volunteers to assist with administrative tasks and provide scheduling related to those positions;

·   Maintain forms and templates used by Executive Director;

·   Maintain website;

·   Maintain office equipment;

·   Draft and publish press releases under supervision of Executive Director;

·   Maintain inter-governmental review binder;

·   Maintain current fiscal year contract folder and scope of work binder;

·   Complete and distribute monthly newsletter to membership;

·   Continue to regularly update office procedures manual with direction from Executive Director;

·   Continually updating Access Contacts; i.e.: Town Officers, Selectmen, Planning Board Members, etc. while migrating to Access; Annual Town Service Reports of work completed by LRPC; LRPC Commissioner Lists; LPRC Commissioner Handbook; and TAC Membership (including term expirations);

·   Mail annual Requests for Municipal Membership and Household Hazardous Waste Appropriations;

·   Coordinate Planning and Land Use Regulation Book orders;

·   Coordinate annual meeting planning efforts;

·   Design and publish LRPC annual report;

·   Assistance with Regional Group Purchase Initiatives;

·   Provide graphic, formatting and design services for the completion of reports, web pages, and marketing materials;

·   Water plants in office;

·   Other work requested by Executive Director or planners; and

·   Other tasks as assigned daily, weekly, or monthly.

 

Company Description
Regional Planning Commission: The Lakes Region Planning Commission serves the communities of the Lakes Region. Our mission is to provide effective planning in order to achieve and sustain a quality environment, a dynamic economy, and local cultural values by supporting community efforts through leadership, education, technical assistance, information, advocacy, coordination, and responsive representation.

LRPC

Why Work Here?

Make a difference in your community with this flexible job

Regional Planning Commission: The Lakes Region Planning Commission serves the communities of the Lakes Region. Our mission is to provide effective planning in order to achieve and sustain a quality environment, a dynamic economy, and local cultural values by supporting community efforts through leadership, education, technical assistance, information, advocacy, coordination, and responsive representation.

Address

Meredith, NH
USA