Reporting directly to the President and CEO, the Executive Assistant
· Provides executive support in a one-on-one working relationship.
· Serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President.
· Serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
· Must be creative and enjoy working within an entrepreneurial environment that is mission-driven, results-driven and community oriented.
· Must have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills
· Must have the ability to maintain a realistic balance among multiple priorities.
· 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.
EXECUTIVE SUPPORT:
• Completes a broad variety of administrative tasks for the President and CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is oftentimes confidential; 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. Provides “gatekeeper” and “gateway” role; creating win-win situations for direct access to the CEO’s time and office.
• Communicates directly, and on behalf of the President and CEO, with Board members, donors, and others, on matters related to CEO’s programmatic initiatives.
• Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact.
• 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.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
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 preferred; can be substituted with years of experience at C-Level.
• 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.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
ADDENDUM:
Board Support and Liaison
• Serves as the President’s administrative liaison to two boards of directors.
• Provides meal planning as needed.
• Maintains discretion and confidentiality in relationships with all board members.
• 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 electronic/paper format.
Senior Management Liaison
• Participates as an adjunct member of Senior Leadership including assisting in scheduling meetings and attending all meetings.
• Assists in coordinating the agenda of Senior Leadership.
Communications, Partnerships, and Outreach
• Ensures, in coordination with Communications, the President’s bio is kept updated and requests for materials regarding the President and the organization in general are responded to.
• Edits and completes first drafts for written communications to external stake holders.
Strategic Initiatives
• Works with the Strategic Initiatives team in coordinating the President’s outreach activities.
• Follows up on contacts made by the President and supports the cultivation of ongoing relationships.
• Edits all, and creates acknowledgement letters from the President to donors.
If interested, please submit resume to [email protected] or to Kay Siudzinski PHR, SHRM-CP at [email protected].
