Job Opening - Executive Assistant

Organization: Eastside Domestic Violence Program
Position: Executive Assistant
Reports To: Executive Director
Hours: Full time, 40 hours/week; Plus flexibility to cover occasional evening or weekend meetings as needed
Classification: Regular, Non-exempt, N5 Responsibility Level
Salary Range: $36,000 ($17.30 hour) DOE; Benefits included

Eastside Domestic Violence Program (EDVP)’s Vision
Domestic violence is a human rights issue. EDVP envisions a world in which every person lives in a safe environment, free from oppression and with the opportunity to thrive.

EDVP’s Mission is to end domestic violence by changing individual, institutional and societal beliefs, attitudes and behaviors that perpetuate it. To achieve this we will work with the community to:
• PROVIDE services in East and North King County to people, primarily women and children, who have experienced physical, emotional or sexual abuse;
• PREVENT domestic violence through advocacy, education and support.

OVERVIEW OF ORGANIZATION: The agency’s annual budget is approximately $2.8 million and there are 29 full-time equivalent staff members and 7 part-time equivalent staff members.

OVERVIEW OF POSITION: Under the direct supervision of the Executive Director this position provides administrative and human resource support for the Executive Director. In addition to general office support, performs duties such as record keeping, coordination of meetings and conferences, and working on special projects. Answers non-routine correspondence and assembles highly confidential and sensitive information. Responsible for the day to day human resources tasks such as managing personnel files, data input, record maintance, assist with recruiting and hiring and supporting EDVP’s policies and procedures. Deals with a diverse group of important external callers as well as internal contacts at all levels of the organization. Independent judgment is required to plan, prioritize, and organize diversified workload.

KEY EXECUTIVE ASSISTANT RESPONSIBILITES:
• Schedules and organizes complex activities such as meetings, conferences and department activities for all members of the department.
• Performs desktop publishing. Creating and developing visual presentations for the Executive Director.
• Establishes, develops, maintains and updates filing system for the Executive Director and the department. Organizes and prioritizes large volumes of information.
• Opens, Sorts and distributes mail. Drafts written responses or replies by phone or e-mail when necessary. Handles confidential and non-routine information.
• Act as a liaison with other agency departments and outside agencies including high-level staff such as CEO’s, CFO’s and Senior Staff. Handles confidential and non-routine information and explains policies when necessary.
• Works independently or within a team on special nonrecurring and ongoing projects. Acts as project manager for special projects, at the request of the Executive Director.
• Types and designs general correspondences, memos, charts tables, graphs, business plans, etc. Proofreads copy for spelling, grammar and layout, making appropriate changes. Responsible for accuracy and clarity of final copy.
• Initiates completion of regularly recurring reports and standard form letters; maintains accumulative records, making periodic audits as necessary; maintains follow-up system or reports requiring action on a periodic basis; sets up and maintains records management system.
• Assist the Executive Director in the management of her/his schedule.
• Acts as a liaison to the Board of Directors.
• Answers phones and doors as needed. Takes messages or fields/answers all routine and non-routine questions.
• Coordinates general office operations, processes forms, purchase orders, agency calendars and Board packets.

Human resource support to include:
• Responsible for new hire on boarding process.
• Prepares and maintains new hire packets to include; benefit enrollment paperwork, updated agency requirements, personnel policies, background checks and payroll information.
• Prepares and maintains personnel files to include trainings, performance evaluations, leave requests, disciplinary actions and termination information.
• Compile and prepare reports and documents pertaining to personnel activities.
• Act as liaison to Human Resource vendors such as Benefit Contractor.

QUALIFICATIONS:
I. Requirements:
• Work requires an extensive knowledge of business and an excellent command of the English language.
• Must have some knowledge of human resources, office administrative procedures at a level generally acquired through Bachelors Degree and/or 4+ years related experience.
• Must have knowledge of a variety of computer software applications in word processing, spreadsheets, database and presentation software such as: Windows, Microsoft Office 2003 (PowerPoint, Excel, and Word), Page Maker and /or Microsoft Publisher; knowledge of donor data base system a plus, but training will be provided if necessary.
• Must have high level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
• Analytical ability is required in order to gather and summarize data for reports, find solutions to various administrative problems, and multi task.
• Work requires continual attention to details, establishing priorities, meeting deadlines and working independently.
• Valid Washington State drivers license, insurance and access to a vehicle.
• Sensitivity to the needs of agency clients and ability to maintain confidentiality.
• Commitment to agency’s mission, philosophy and goals.
• Must be able to lift and move up to 50 pounds.
• Pass background check.

II. Agency Values: EDVP’s employees are people who believe passionately about the value of this work and take personal responsibility for bringing success to the agency. EDVP’s team spirit is, at its core, made up these values:
• Leadership: EDVP is a leader in the domestic violence movement, using experienced and cutting-edge approaches that transform lives and foster future leaders.
• Respect and Dignity: EDVP believes that every person, whether it’s the survivors we serve, our volunteers or our staff, has value, deserves respect and has inherent dignity.
• Justice: EDVP is part of and connected to a larger movement to end all types of oppression and violence.
• Empowerment: EDVP provides access to options and opportunities for survivors, AND we believe that survivors have the inherent ability to thrive and are capable of making their own decisions.
• Equality: Everyone deserves to be safe from domestic violence, regardless of their background and access to resources.
• Passion & Commitment: We are deeply committed to ending domestic violence and approach our efforts with passion.
• Professionalism: Our staff and volunteers are highly knowledgeable and skilled in the domestic violence arena, value each other, creates a supportive work environment, and conduct themselves professionally at all times.
• Education: We believe that education is one of the best tools we have to prevent domestic violence from occurring today and in the future.

TO APPLY:
• Visit http://www.edvp.org/getinvolved/careers.aspx to download an application packet and background history check form or call EDVP job line at (425) 562-8840, ext. 402, to request an application packet.
• Please return your cover letter, resume, completed agency application form and background history check form to:

Eastside Domestic Violence Program
ATTN: Human Resources
P.O. Box 6398
Bellevue, WA 98008-0398
FAX: (425) 649-0752

• If all four application parts are not turned in, application will not be considered.
• Applications will be open until the position is filled.

EASTSIDE DOMESTIC VIOLENCE PROGRAM IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER. WE VALUE DIVERSITY ON OUR STAFF. SURVIVORS OF DOMESTIC VIOLENCE AND PERSONS OF COLOR ARE ENCOURAGED TO APPLY.