Essential Functions of the Job

Works autonomously to establish and manage the processes and procedures that support the executive administration activities of the agency including creating and maintaining a professional environment

• Maintain positive and approachable atmosphere.
• Maintain thorough knowledge of agency operations, policies, and procedures.
• Represent the executive(s) in response to internal and external inquiries and respond independently to inquiries when possible, exercising good judgement, and/or direct certain request or inquiries to others within the agency as appropriate. Typical interactions include employees, families, other executives of other agencies, board members, regulatory authorities, vendors and other stakeholders.
• Manage Senior Executives’ calendars and independently schedule appointments and meetings that make the most efficient use of executive resources.
• Create, revise, and transmit correspondence including memos, letters, and reports originating from rough drafts, verbal instructions, and using independent judgement based on experience and knowledge of the organization.
• Establish document retention policy and practice for Administration. Perform essential recordkeeping duties to organize and maintain critical confidential information.
• Process invoices and prepare Senior Executives’ expense reports in compliance with agency policies.
• Maintain office supplies’ inventory by checking stock to determine inventory level; anticipate needed supplies; evaluate new office products; place and expedite orders for supplies; and verify receipt of supplies.
• Communicate with Board of Directors and coordinate all meetings and logistics, prepare reports, and create and maintain minutes of all Board and Board Committee meetings and all documents related to governance.
• Carry out other duties and special projects as assigned by supervisor, which includes but is not limited to, general administrative duties and projects that involve researching, gathering, compiling, and presenting data; some analysis may be required.

Qualifications and Competencies

• Bachelor’s degree required
• 5+ years’ experience supporting Senior Executives including CEO
• 2+ experience supporting Board of Directors preferred
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat
• Extensive knowledge of core administrative procedures and systems
• Able to handle administrative tasks independently, exercising good judgment
• Strong organizational skills
• Experienced in establishing/maintaining cooperative interpersonal relationships
• Effective communicator using written and verbal forms of communication
• Able to manage one’s time and the time of others

DDI is committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and employees without regard to actual or perceived race, color, sex, pregnancy, reproductive decision making, gender expression or identity, national origin, disability, military status, creed, religion, age, sexual orientation, marital status, genetic information, status as a victim of domestic violence or any other group protected by federal, state or local law. We are committed to creating a deep sense of belonging and a culture where all applicants and employees feel welcomed, valued and respected. We are people inspired by purpose.