Job Description
Reporting directly to the President and 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 Office of the President matters. The Executive Assistant also liaises with the board of directors and senior management teams, 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 be able to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle various activities and confidential matters with discretion.
Roles and Responsibilities Executive Support
Researches, prioritizes and follows up on incoming issues and concerns addressed to the CEO, including those sensitive or confidential. Determines appropriate course of action, referral, or response.
Completes critical aspects of deliverables with a hands- on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO&039;s ability to lead the company effectively.
Prioritizes conflicting needs, handles matter expeditiously and proactively, and follows through on projects to successful completion, often with deadline pressures.
Completes various administrative tasks for the CEO, including managing an extremely active calendar of appointments; completing expense reports; composing and preparing sometimes confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel- related meetings.
Provides a bridge for smooth communication between the CEO’s office and internal departments, demonstrating leadership to maintain credibility, trust, and support with senior management staff.
Plans, coordinates, and ensures the CEO&039;s schedule is followed and respected. Provides "gatekeeper" and "gateway" roles, creating win- win situations for direct access to the CEO&039;s time and office.
Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," understanding the environmental issues and keeping the President updated.
Provides leadership to build relationships crucial to the organization&039;s success and manages various special projects for the President, some of which may have organizational impact.
Communicates directly, and on behalf of the CEO, with Board members, donors, Foundation staff, and others on matters related to the CEO&039;s programmatic initiatives.
Board Support and Liaison
Assists board members with travel arrangements, lodging, and meal planning as needed.
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.
Serves as the CEO’Sadministrative liaison to the company’s board of directors.
Maintains discretion and confidentiality in relationships with all board members.
Senior Management Liaison
Participates as an adjunct member of the Executive Team, including assisting in scheduling meetings and attending all meetings.
Facilitates cross- divisional coordination of travel and outreach plans.
Assists in coordinating the agenda of senior management team meetings and off- site, and all- staff meetings.
Communications, Partnerships, and Outreach
Ensures that the CEO&039;s bio is kept updated and responds to requests for materials regarding the President and the organization in general.
Edits and completes first drafts for written communications to external stakeholders.
Strategic Initiatives
Follows up on contacts made by the CEOand supports the cultivation of ongoing relationships.
Works with the Strategic Initiatives team in coordinating the CEO&039;s outreach activities.
Edits all and creates acknowledgment letters from the CEO to donors.
Qualifications
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.
Emotional maturity
Forward- looking thinker who actively seeks opportunities and proposes solutions.
Highly resourceful team player, with the ability to also be extremely effective independently.
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.
Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Demonstrated proactive approaches to problem- solving with strong decision- making capability.
Education and Experience Requirements
Bachelor&039;s degree required.
Strong work tenure: 3 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 PowerPoint), Adobe Acrobat, and Social Media web platforms.
Salary: Negotiable salary
To apply, please submit your resume and a cover letter highlighting your relevant experience and why you believe you would be a great fit for this position.
