Executive Assistant to the President and CEO

Reporting to the CEO, the Executive Assistant provides direct support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external stakeholders on all matters. The Executive Assistant also serves as a liaison to the Board of Directors and staff; organizes and coordinates executive outreach; 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.

Roles and Responsibilities

Executive Support

·Responsible for a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing confidential correspondence; arranging complex travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.

·Plans, coordinates and ensures the CEO’s schedule is followed and respected. Serves as a “gatekeeper”, creating win-win situations for direct access to the CEO’s time and office.

·Communicates directly, and on behalf of the CEO, with Board members, donors, staff, and others, on matters related to the CEO’s programs and initiatives.

·Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those sensitive or confidential in nature. Determines appropriate course of action, referral, or response.

·Provides a bridge for smooth communication between the CEO’s office and staff; demonstrating leadership to maintain credibility, trust and support with senior management and staff.

·Works closely and effectively with the CEO to keep him 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.

·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 organization.

·Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to their successful completion, often with deadline pressures.

Board Support and Liaison

·Serves as the CEO’s liaison to the Board of Directors

·Adheres to compliance with applicable rules and regulations set in bylaws regarding Board and Board committee matters, including advance distribution of materials before meetings in either electronic,or paper format.

Staff Liaison:

·Assisting in the scheduling of meetings and coordinating the agendas

·Facilitates cross-divisional coordination of travel and outreach plans, communications, partnerships, and outreach

·Edits and completes the first draft of all written communication to external stake holders

·Works with the staff in coordinating the CEO’s outreach activities

·Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships

·Edits all, and creates acknowledgement letters from the CEO to donors

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

·Forward looking thinker, who actively seeks opportunities and proposes solutions

Education and Experience Requirements:

·Bachelor’s degree required

·Strong work tenure: minimum of five years 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 Digital Marketing tools (Facebook, Twitter, Constant Contact).

Excellent benefit package that includes medical, dental, life, 401(k), and more.

Job Type: Full-time

Salary: $35,000.00 to $55,000.00 /year

Experience:

• Executive Assistant: 5 years (Preferred)
• Executive Support: 5 years (Preferred)