Type of Position: Part-Time (10-20 hours/week)
    Work Unit: Hourly
    Travel required at least once/year.
    Reports to: Operations Manager
    Languages Required : English

Duties and Responsibilities:

Primary Responsibilities: The Executive Assistant is responsible to provide clerical and organizational support the Operations Manager and Executive Director.

Executive Assistance

Word Processing and typing upon request, including formatting styles in Word, Excel, PowerPoint, PDF or Google Doc
Set up auto responders
Research new software, office equipment, or specialized products
Track all board and staff meetings and deadlines to manage reminders, schedules and calendars and set meeting dates.
Assist in prep for board meetings
Contact prospects to verify contact information
Distribute and track feedback questionnaires and summarize responses

Bookkeeping

Assist in preparation of invoices and handle receipts as directed.

Shipping

Send out materials to fill orders.
Package and ship exhibit booth to conferences, including return shipping information and supplies.

Human Resources

Track vacation schedules
Assist ED in the maintenance of HR records and in hiring process
Track ED’s schedule for regular check-ins with each staff person and set up appointments on the calendar

Meetings

Organize and facilitate technical aspects of meetings/webinars that meet approval of ED and OC
Provide presenter support tech support or formatting and do a technical run-through with presenters before the event
Track RSVPs and send reminders of the event including agenda
During the event, monitor the meeting and troubleshoot any issues that may come up during the event.
Coordinate with meeting planner to find venues that suite our availability, size, and specifics.
Confirm that the necessary equipment (projectors, screens, recorders, refreshments, amenities) will be and is actually available at the event.
Track Remote attendees and provide connection information before and tech support during the meeting
Follow-up on-site with meeting planner regarding head counts at meals, appropriate equipment at the meeting, etc.

Desired Skills & Experience:
Minimum Requirements

Associates degree.
At least 3-years’ experience in an administrative assistant position or comparable work.
Excellent written, verbal and phone communication skills.
Expertise with PDF Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Expertise with use of the Internet for research, and social media.
Familiarity and ease with online content management systems and database management systems.
Familiarity with set up of conference calls and webinars.
Exceptional customers service skills, including the ability to respond to others in a professional, knowledgeable, helpful and friendly manner.
Knowledge of general office methods, procedures, practices and equipment.
Excellent organizational skills with consistent attention to detail.
Ability to prioritize and complete tasks within deadlines.
Flexible and able to adapt to the needs of the organization.
Dedication to the mission of the organization.

The following skills and experience are a plus:

Bachelors degree.
Current or previous employment in a CABC-accredited birth center or other affiliation with a birth center preferred.
HTML skills
Expertise with Salesforce, Maestro Conference, Basecamp Classic, Join.Me

About CABC

Established in 1985 and incorporated in 2002, The Commission for the Accreditation of Birth Centers is:

The only accrediting organization dedicated exclusively to the quality of the operation and services of all birth centers regardless of ownership, primary care provider, location, or population served.
An independent not-for-profit organization that accredits developing and existing birth centers in the United States of America, according to established national standards.

Learn more at www.birthcenteraccreditation.org.

How to apply

Download complete Job Description for Executive Assistant
Complete Online Application
Email a cover letter, resume, and three references to rsenjem@birthcenteraccreditation.org. Please include Executive Assistant in the subject line.
Qualified candidates will be contacted by phone and/or email.
Final candidates will be asked to submit a writing sample.