Executive Assistant

Posted 3 months ago

JOB DESCRIPTION:  Reporting directly to 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.

Job Responsibilities:

Executive Support

  • Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing confidential corresponded; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinates and ensures the CEO’s schedule is followed and respected.
  • Communicates directly, and on behalf of the CEO, with Board members, donors, staff and others, on matters related to CEO’s programmatic initiatives.
  • 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.
  • 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.
  • Create presentations and create and maintain spreadsheets and databases, some of which may include issue-specific files
  • 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.
  • 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 team calendar, noting special events and absences
  • Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships

Board Support

  • 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

Qualifications

  • Strong organizational skills that reflect 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 Requirements

  • Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization
  • 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.

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