Under the supervision of the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. The Executive Assistant also serves as a liaison to the board of directors and Executive leadership; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. The Executive Assistant will also perform clerical duties as required, including but not limited to maintenance of departmental procedures, preparing and support of departmental meetings and events. Duties, responsibilities, and activities may change at any time with or without notice.
JOB RESPONSIBILITIES (includes, but not limited to):
- Completes a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed plans, itineraries, and agendas; and compiling documents for meetings.
- Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact.
- Communicates directly, on behalf of the CEO, with Board members, donors, staff and others, on matters related to the organizations programmatic initiatives.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the company.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Plans, coordinates and ensures the CEO’s schedule is followed and respected. Provides as “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.
- Create presentations, maintains spreadsheets, and databases, some of which may include issue-specific files.
- Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with executive team.
- Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the CEO updated.
- Prioritizes conflicting needs; handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Assists departments with their IT needs and creates new orders for IT equipment (including keyboards, monitors, cables, laptops, etc.).
- Assists with creating agenda for various organizational meetings. Take notes in meetings and file appropriately.
- Assists in food ordering for the various meeting, as needed.
- Works with IT Support and employees in reporting and resolving IT-related processes.
- Assists in scheduling trainings and will assist in the set-up process for the various trainings.
- Checks, sorts, and distributes mail. Maintains the post office boxes, including fees for leasing the boxes.
- Maintains all keys to the building, will sometimes get new copies made in conjunction with the operations assistant. In addition, assists in building related issues, as needed.
- Maintains the records of confidentiality agreements and files them for reference.
- Helps format, draft, and maintain policies and procedures for the organization.
- Assists employees in uniform and logo-wear orders. Coordinates ordering from one or more vendors.
- Assists the Operations Assistant, as needed.
- Helps coordinate working groups (formerly committees), assists in note taking and compiling a list of mission statements for the working groups.
- Prepares monthly report for board meeting.
- Maintains record of minutes and other necessary documents related to the board.
- Assists board members with arrangements, and meal planning as needed.
- Maintains discretion and confidentiality in relationships with all board members.
- Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
- Works with the CEO to maintain the software Boardable for the Board of Directors.
Executive Team Liaison
- Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
- Assists in coordinating the agenda of Executive Team meetings and off-sites, and all- staff meetings
- Facilitates cross-divisional coordination of travel and outreach plans
- Oversees staff calendar, noting special events and absences
- Keeps meeting minute notes and records for the Executive Team. Also attends a wide array of other meetings and assists in note taking.
Communications, Partnerships, and Outreach
- Ensures that the Executive Team bios are kept updated and responds to requests for materials regarding the organization in general
- Edits and completes first drafts for written communications to external stake holders
- Assists office personnel and the clinical office manager in which there is a potential violent or disruptive client to help defuse the situation.
- Works with the Strategic Initiatives team in coordinating outreach activities
- Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.
- Files records of business cards into the Cam Card app.
- Edits and creates all acknowledgement letters from the CEO to donors or stakeholders.
Job Qualifications and Skills:
- Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
- Expert level written and verbal communication skills.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability
- Emotional maturity.
- Highly resourceful team player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Demonstrated ability to use and manage advanced functions of calendars/schedules as well as provide other administrative support such as filing/copying/mail management.
- Forward looking thinker, who actively seeks opportunities and proposes solutions.
Education and Experience Required
- At least 2 years of experience supporting C-Level Executives
- Associate’s Degree in Business Administration or General Management
- Experience and interest in internal and external communications, partnership development, and fundraising.
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms)
- Must possess advanced grammar and spelling knowledge and shorthand skills for executive correspondence, meeting minutes, and staff communication.
Education and Experience Preferences
- Preferred Bachelor’s Degree in Business Administration or General Management
- Strong work tenure: 2 to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization.
This position does not have a primary supervisory role, although when required, every effort should be made by the Executive Assistant to maintain the leadership style of the CEO.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Verbal and written communication skills must be professional and of the highest caliber. Perfection in both forms of communication are essential, as this position represents this Company and provides communication on behalf of the Company.
To adequately perform the functions of this position, an individual must possess a basic knowledge of accounting practices and have a basic understanding of mathematics to perform simple financial duties. Proficiency in addition, subtraction, multiplication, and division, as well as the use of a ten-key calculator, are expected.
Although the CEO is responsible for making decisions of greater magnitude, this position will have the autonomy and authority to make decisions of importance to the CEO and the Company within the scope of authority. As a result, the ability to analyze situations, examine options and consequences, and be held accountable for this decision-making process is critical to the overall operation.
CERTIFICATES, LICENSES, REGISTRATIONS
Additional certifications would be helpful and is preferred.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Normal range of motion to fulfill job duties as described above.
Some occasional lifting, up to twenty (20) pounds.
Sitting and working on computer for up to two (2) hours at a time.
Climbing stairs occasionally throughout the day.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Controlled temperatures within a three-story building.
No smoking within the building.
Kitchen with break-room available on all floors.
Bathrooms provided on all floors.
Parking provided at the back of building across the street and walking/ambulating outdoors in elements necessary.