PAVO is hiring an Executive Administrator to serve as the primary, day-to-day, liaison for Member and Affiliated Board contacts of PAVO. The PAVO Executive Administrator is also responsible for supporting the daily administrative tasks, schedules and communications for the Executive Director and association directors. Position duties include handling the daily activities of the PAVO Central Office. The educational qualifications for this position include a high school degree or GED; an associate or bachelor’s degree in business administration is desirable. Candidates should have strong organizational and communication skills. Previous experience in an administrative support, secretarial or personal assistant role is valuable.
The dynamic nature of this role requires that the ideal candidate will interact seamlessly and with a professional demeanor across a broad range of individuals including association members, Affiliated Board leadership, senior association staff, members of the Board of Directors, and other staff and contractors who report to the Executive Director. To perform this job successfully, the individual is expected to handle financial, personnel and institutional information while exercising professionalism and discretion.
Completed Application Packets are being accepted through Friday, October 14, 2022. Full details at the bottom of this page.
The PAVO Executive Administrator serves as the primary, day-to-day, liaison for Member and Affiliated Board contacts with PAVO. The PAVO Executive Administrator is responsible for handling clerical tasks in the Central Office, including fielding all incoming phone calls, emails, mail, and other communications. The PAVO Executive Administrator is responsible for managing association files, updating association paperwork and other documents, and performing other general office clerk duties and errands. You will also be required to manage certain elements of the schedule and communications of the Executive Director and association directors. Your duties include prioritizing emails and phone calls, gathering documents to prepare for meetings and coordinating travel arrangements. You must possess the ability to write clearly and be proficient with computer software and programs, such as the Microsoft Office suite and Adobe. An aptitude for understanding and working with online software for organizing/filing (i.e., OneDrive, Dropbox), scheduling (i.e., Doodle, Zoom, Teams), bookkeeping (i.e., QuickBooks, PayPal), and banking. A confident and pleasing personality with strong communication skills is highly valued.
Executive Administrator Duties and Responsibilities
The PAVO Executive Administrator carries out the administrative duties of the association. They also filter and prioritize phone calls, emails, and communicate on behalf of the association, the Executive Director, and association directors. Other responsibilities include:
- Handling incoming calls to the Central Office and other communications.
- Recording information as needed.
- Answering phone calls in a polite and professional manner.
- Updating paperwork, maintaining documents and word processing.
- Maintaining an organized office.
- Performing general office clerk duties and errands.
- Organizing travel by booking accommodations and reservations needs as required.
- Maintaining Central Office supply inventory.
- Maintaining Central Office equipment as needed.
- Creating, maintaining, and entering information into databases.
- Providing administrative assistance, such as writing and editing e-mails, drafting memos, and preparing communications on behalf of the Executive Director and association directors.
- Coordinate and distribute announcements, correspondence, notices, and reminders to Affiliated Board Chairs.
- Maintaining comprehensive and accurate association records.
- Performing association bookkeeping duties.
- Organizing Affiliated Board Chair meetings. Including scheduling, collaborating on the development of meeting agendas, and sending reminder
- Distribute patches.
- Administer approval process for qualification of organizations as Affiliated Boards.
- File Affiliated Board applications and other documents.
- Monitor due dates for publication of PAVO materials.
- Complete financial transactions as assigned by the Director of Finance or the Executive Director.
- Provide support to Directors, committees, Members, and Affiliated Boards.
- Perform such other duties as are requested or assigned by the Board or Executive Director.
- Attending all meetings of the PAVO Board of Directors.
- Attending all meetings of PAVO Affiliated Board Chairs.
- Attending the annual PAVO Convention.
- Coordinate and maintain the online corporate calendar.
- and other duties as assigned.
Executive Administrator Skills and Qualifications
An effective PAVO Executive Administrator will demonstrate the following required skills:
- Time management and ability to meet deadlines
- Verbal and written communication skills
- Strong organizational skills and ability to multitask
- Problem-solving and decision making
- Proactivity and self-direction
- Basic understanding of frequently used computer software and programs such as the Microsoft Office Suite and Adobe
- Interpersonal skills
- Have a valid driver license
Executive Administrator Requirements
- High school diploma or GED required; Bachelor’s degree preferred.
- A minimum of 3 years office experience.
- Must be proficient with Microsoft Office Suite, including Word and Excel.
- Highly organized and self-motivated.
- Excellent verbal and written communication skills.
- Detail-oriented and good time management skills and ability to prioritize work.
- Demonstrates ability to take initiative, anticipate needs and exercise independent/sound judgment.
Executive Administrator Hours and Salary Expectations
- FTE: .75
- Office Hours: Monday – Friday (6-hour workday, 30-hour workweek required)
- Hourly Salary: Negotiable. Dependent upon level of experience, education, and the geographical location.
- Telecommute.The home office of the PAVO Executive Administrator is considered the PAVO Central Office.
- Federal US Holidays observed
- 60 Personal Paid Time Off Hours, per annum, after a successful 90-day performance evaluation
- Monthly Medical Insurance reimbursement of up to $500.00 of out-of-pocket cost with proof of coverage.
Executive Administrator Education and Training Requirements
The PAVO Executive Administrator will hold a high school degree or GED and will be mostly trained on the job. Bachelor’s degree in a business-related field is preferred.
Certifications or completed coursework on administrative software are valued.
Executive Administrator Experience Requirements
The PAVO Executive Administrator will learn most of the role on the job. Previous experience in an administrative support, secretarial or personal assistant role is valuable.
PAVO is an equal opportunity employer that is committed to inclusion and diversity. We take affirmative action to ensure equal opportunity for all applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, Veteran status, or other legally protected characteristics.
Completed Application Packets are being accepted through Friday, October 14, 2022. The selection process is targeted for completion in late October with the successful candidate beginning employment by not later than November 15, 2022. Completed Application Packets must be submitted electronically to the PAVO Executive Director, Katrina Meyer, at email@example.com.
A complete application packet includes:
1. The PAVO Application for Employment (DOWNLOAD)
2. Professional résumé
3. Education transcript
4. Professional references
Download a PDF copy of the Position Description, Duties, Responsibilities, Requirements, and Other Related Details.
Direct all questions regarding the position description or details and the application process to Katy Meyer, Executive Director, firstname.lastname@example.org.