Position Summary:
The executive assistant to the Chief Executive Officer (CEO) and Director of Development & Marketing provides high-level, confidential administrative support. Duties may be clerical, administrative and project-based and may include scheduling travel, arranging meetings, handling information requests, preparing reports and correspondence and liaising with board members. This position is often privy to confidential information and as such, requires diplomacy and discretion. The ideal candidate is proactively self-motivated, professional and capable of managing a large workload and prioritizing tasks in a fast-paced nonprofit environment.
Primary Functions:
- Provide executive administrative support to the CEO and Director of Development & Marketing to include correspondence, donor relations communications, schedule management, communication liaison, information preparation.
- Coordinate executive communications, including taking calls, responding to emails, and interfacing with Board and external stakeholders. Take and prepare minutes for meetings as assigned. Upon approval, distribute appropriately.
- Prepare for monthly Board of Directors meetings to include presentation materials, meeting materials, and lunch delivery.
- Prepare internal and external documents, to include ppt presentations, for leadership team as requested. Ensures marketing folders are up to date and prepared for distribution as needed.
- Manage DonorPerfect database and the donation process and assist Director of Development and Marketing with systematic stewardship.
- Work closely with Grants Manager to assist in preparation of grant submissions by deadlines.
- Assist in arranging Frameworks’ events to take place outside of the workplace, such as Head & Heart Luncheon, fund-raising events, Board retreat, staff appreciation events, etc.
- Maintain an organized filing system of paper and electronic documents
- Assist in the preparation of regularly scheduled reports. Submit and reconcile expense reports.
- Order office supplies. Responsible for maintenance schedule of office equipment.
- Provide general support to visitors. Provide information by answering questions and requests.
- Other duties as required.
Additional Functions:
- Understand, articulate, and promote the mission of the organization.
- Support the attainment of the organization’s strategic goals, budgets, and priorities.
- Consistently model and promote the behaviors and values associated with the mission of the organization in all written, verbal, and non-verbal communication.
Required Education/Training and Experience:
- Minimum of bachelor’s degree in administration/management or other related experience.
- Strong organizational skills.
- Strong oral and written communication skills.
- Knowledgeable and experienced in Microsoft Word, Excel, Outlook, Outlook Calendar and PowerPoint.
- High ability to promote the organization through all avenue of social media.
- Experience with nonprofit organizations a plus.
- Ability to maintain confidentiality.
Knowledge, Skills and Abilities:
- Math, Reading, Written Communication, Oral Communication and Reasoning Ability – college-level ability.
- Ability to work collaboratively with a variety of people.
- Ability to take direction from others.
- Ability to be self-managed but work well to support a team effort.
- Work well under time constraints and in stressful conditions.
- Excellent communication skills, verbal and written.
- Strong organizational skills to work independently and manage assigned projects.
- Experience working with computerized accounting/recordkeeping systems.
- Efficient time management and prioritization.
- High-energy, caring, self-starter, innovative, with a passion to succeed.
- Professional demeanor and appearance.
Job Type: Full-time
Experience:
- Microsoft Office Suite: 2 years (Required)
- Development: 1 year (Preferred)
- Executive Assistant: 2 years (Required)
Education:
- Bachelor’s (Preferred)
Benefits offered:
- Paid time off
- Parental leave
- Health insurance
- Healthcare spending or reimbursement accounts such as HSAs or FSAs
- Other types of insurance
- Dental insurance
- Retirement benefits or accounts
