Job Description
Job DescriptionSalary: $52,000-$60,000
POSITION OVERVIEW
Provides professional and confidential administrative service to the CEO including supporting the Board of Directors and maintaining the Building and Grounds of the facility.
ESSENTIAL RESPONSIBILITIES
1. Provides administrative support to the CEO. Creates and prepares correspondence, PPT presentations and related materials, Excel spreadsheets, copies, faxes, sorts and distributes mail, maintains files, coordinates calls and takes messages, sets up conference calls, meetings, Zoom meetings, updates staff lists, as well as coordinates and purchases gifts, cakes, and cards for CEO.
2. Performs Board of Directors related duties:
Sets up and coordinates Board Zoom meetings.
Gathers, composes and formats information from the Leadership team to be included in the bi-weekly Board of Directors Update.
Drafts correspondence for the President and President-elect regarding varied Board items as assigned.
Fulfills requests from Board members that may include, emailing, mailing, and calling others.
Gathers, composes and formats Board meeting agendas for final approval by the CEO.
Prepares and distributes approved Board meeting agendas.
Orders business cards, pins, and badges for Board.
Coordinates the development of Board resolutions and has them framed.
Orders/picks up the spouses pin from jeweler.
Maintains the Board website.
Maintains the Board manual online and Boards spouses manual.
Prepares and sends state convention information packets to Board.
Compiles state convention dates, locations, and new officers.
Compiles and mails a box of information, plaques, and handouts to Board at state conventions.
Coordinates NFDA sponsorships for each state convention.
Orders Past Presidents ring.
Coordinates presentation of PP grave medallions.
Orders brass name plates.
3. Maintains building and grounds:
- Supervises and assigns tasks to the handyman.
- Works with outside vendors to oversee janitorial services, carpet cleaning, window cleaning, electrical, landscaping and trees, snow removal, plumbing, doors and hardware, pest control, paving, coffee provider, and building equipment.
- Lowers the American flag when appropriate.
- Works with tenants.
4. Performs other key volunteer related activities:
- Prepares and distributes the Past Presidents agenda.
- Serves as central contact and coordinator for death notices of past or present volunteers.
- Orders flowers and gifts for funerals/illnesses/anniversaries.
5. Coordinates the archiving of all Board of Directors minutes to include working with the transcription company and book bindery to have them professionally bound.
6. Gathers, composes and formats All Staff Meeting agendas for approval by CEO. Responsible for creating and sharing meeting information with all NFDA staff.
7. Gathers, composes and formats Department Update and Senior Leadership Meeting agenda for approval by CEO. Responsible for creating and sharing meeting information with appropriate individuals.
8. Works with assigned staff on various committees.
9. Maintains supply cabinet, including ordering office and janitorial supplies and furniture as well as beverages and food/snacks for onsite meetings.
10. Orders plaques and awards for state officers, and others as needed.
11. Researches NFDA handout gifts and Board gifts.
12. Updates state officers/Board members in CRM.
13. Promotes and assists in carrying out the Associations mission, vision, and goals in a manner consistent with the Associations stated values.
14. Exhibits flexible and innovative approaches while performing essential responsibilities and assignments and participating in strategic leadership, management, and special project teams.
15. Proofs documents for other departments.
16. Assists Senior Leadership as needed.
17. Embraces and actively participates in a variety of work teams as requested or assigned.
18. All other duties as assigned.