Ohio Nurses Association

Executive Assistant

Based in Ohio

 

Title: Executive Assistant
Department: Administrative
Reports to: Executive Director and Director of Organizing and Field Services
Collective Bargaining Status: Non-union
Employee Status: Administrative
Pay: Non-Exempt
Last Revised: August 28, 2024

Purpose    
The Executive Assistant is responsible for providing a high level of administrative support to the Executive Director, Director of Organizing and Field Services and the Executive Team and maintain confidentiality on corporate and personnel matters.

Essential Functions    
Administrative Support

• Performs a variety of administrative duties such as preparing correspondence, opening or
• responding to mail, answering the phone, faxing, copying projects, etc. for the Executive Director and Director of Organizing and Field Services.
• Assists the Executive Director and Director of Organizing and Field Services with managing their schedules as requested.
• Takes initiative to bring new ideas and efficiencies to current processes and procedures.
• Accurately records minutes of general all staff meetings and timely distributes electronically to all staff members following review by the Executive Director or Director of Organizing and Field Services.
• Assists in processes used to identify scholarship and grant awardees and takes the initiative to maintain accurate records relative to these processes.
• Prepares confidential correspondence, reports, and other complex documents.
• Maintains database and spreadsheet files and takes the initiative to ensure that convention delegate information is accurate, and all requirements are met for ONA, AFT, AFL-CIO, and any others to which ONA sends delegates.
• Maintains database and spreadsheet files to assist the staff and local leaders with DOL and SERB filing deadlines, contract openers, and contract campaign deadlines.
• Maintains records for the Organizing and Field Services Department.
• Arranges detailed travel plans and itineraries for volunteers and staff as requested.
• Makes regular bank deposits of any checks or cash to support the Accounting Department.
• Provides back up support for the Business Office Administrator and the Accounting Department.
• May require work outside of core business hours.

Board, Committee and Convention Support

• Prepares and distributes all meeting materials in preparation for and follow up to meetings according to scheduled deadlines.
• Attends all ONA Board Meetings and assists the Board Secretary of ONA with typing and distribution of the minutes prior to the next meeting.
• Attends ONF board and committee meetings. Prepares and provides the agenda and additional documents for meetings. Types and distributes the meeting minutes prior to the next meeting.
• Helps to coordinate meetings and the execution of action items, Committee on Qualifications, Cornelius Congress and the Reference, Bylaws, Awards and Nominating Committees, and maintains accurate records of the activities of these entities.
• Supports the Executive Staff with events, programs and projects related to all activities.

General Office Support

• Oversees purchasing and maintenance of office equipment, standard forms and supplies for ONA and subsidiaries.
• Oversees building and outdoor maintenance including snow removal, spring cleanup, lawn mowing, HVAC systems, etc.
• Maintains positive relationships with vendors and assists with the bidding process. Keeps decision maker appropriately updated and informed.
• Coordinates building calendar to ensure accuracy.
• Coordinates use of ONA office meeting space.
• Coordinates sign out of IT equipment.

Other Duties as Assigned

• Participates in staff meetings and other meetings and seminars.
• Assists in the coordination and preparation of the biennial convention.
• Attends as a staff member and performs assigned duties at the biennial convention.
• Takes ownership of assigned responsibilities and work product.
• Submits time electronically on a weekly basis.
• Maintains positive relationships with vendors or suppliers.
• Submits credit card statements, if necessary, by the deadlines established.
• Respects computer and laptop service requests and responds timely when action is required.
• Provides information on the intranet calendar when out of the office.
• Maintains documents in a format that makes them readily accessible to other staff in accordance with office policy.
• Ensures that all marketing and public relations communications intended for public release are reviewed by the Director of Communications.

The statements contained herein describe the scope of the responsibility and essential functions of this position but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload.

Typical Physical Requirements    

• Regularly uses a telephone and e-mail system for communication.
• The person in this position frequently communicates with coworkers and Association contacts who have inquiries. Must be able to exchange accurate information in these situations.
• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• The person in this position frequently operates a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Light work – Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

Employment Standards    
Knowledge of:

• Overall mission of the Ohio Nurses Association and AFT (learn on the job).
• Effective oral and written communication skills.
• Excellent interpersonal skills.

Skill in:

• Administrative Support Skills.
• Plans work activities and uses time effectively.
• Reviewing, editing and writing documents.
• Intermediate to Advanced skills in Microsoft Office – Excel, Word, Access, Power Point and Outlook.
• High attention to detail.
• Working with a membership database.

Ability to:

• Identify new opportunities and act on them to enhance results.
• Represent the Association in a positive and professional way.
• Demonstrate a helpful, accepting attitude towards members and others.
• Relate to and establish rapport with all types of people.
• Think and use logic and reasoning to identify alternative solutions and approaches to problems.
• Work independently in a trustworthy manner.
• Maintain high level of confidentiality.
• Prioritize and manage multiple projects simultaneously.
• Work with individuals and groups.
• Take ownership of work product.
• Solve problems and troubleshoot.
• Ability to learn new things.
• Dependability.
• Take initiative to undertake or continue a task or activity without another’s prodding or supervision.
• Follow through.

Additional knowledge, skills and abilities may be required to perform additional tasks specific to work or special assignments.

Desirable Education and Experience    
Any combination of education and experience, which would likely produce the necessary knowledge and abilities, is qualifying.

• Five years experience in an administrative support position.
• Associate degree in business or related field, secretarial certification or completion of formal secretarial program.
• If registered nurse, member of ONA.
• Current Ohio driver’s license.

How to Apply:
Please submit your cover letter and résumé to: jobs@ohnurses.org or alemery@ohnurses.org