Executive Assistant

• Reporting directly to the Founder & CEO, The Executive Assistant provides executive support in a one-on-one working relationship.
• The Executive Assistant is responsible for providing a variety and range from routine to complex administrative, clerical and office duties, including oral and written communications, business contacts, calendar, meetings, travel arrangements and special projects.
• The Executive Assistant received general direction from the Founder & CEO, and interacts with Senior Officers and Executive team members as well as Board members of the organization.
• The Executive Assistant must understand the responsibilities, needs and priorities of the Founders & CEO and maintain a high level of confidentiality.
• The Executive Assistant must be creative and enjoy working within a small office 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 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.

Key Tasks and Responsibilities:
This statement of duties is for purpose of identifying this position but it is not limited to:

• Completes a broad variety of administrative tasks for the Founder & CEO including: managing extensive calendar, sorting and filtering requests for the Founder & CEO’s time while ensuring strategic priorities are met in a timely manner; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas, and compiling documents for travel-related meetings.
• Planning conference calls and meetings, including the logistical arrangements for multiple domestic and international conference calls and meetings.
• Identifying the need for and assisting in the preparation of agenda materials for meetings which the Founder & CEO attends.
• Plans, coordinates and ensures the Founder & CEO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the Founder & CEO’s time and office.
• Communicates directly, and on behalf of the Founder & CEO, with other CEOs, community partners, elected officials, external constituency on matters related to the office of the Founder & CEO or programmatic initiatives of the organization.
• Provides a bridge of communication between the office of the Founder & CEO and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management team.
• Works closely with the Founder & CEO to keep her informed of upcoming commitments and responsibilities, following up appropriately.
• Successfully completes critical aspects of deliverables with a hands-on approach including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Founder & CEO ability to effectively lead the organization.
• Prioritizes conflicting needs, handles matter expeditiously, proactively, and follows- through on projects to successful completion, often with deadline pressures.

Additional Qualifications:

• Bachelor’s degree
• 3+ years’ experience supporting at the executive level
• Ability to travel with the Founder & CEO when necessary
• Excellent calendar management skills, including the coordination of complex executive meetings
• Experience drafting written correspondence at the executive level
• Support experience in a non-profit environment
• Experience scheduling travel arrangements for executive management level ∙
• Experience assisting management with the creation of PowerPoint presentations
• Must be extremely articulate and poised on the telephone
• Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
• Experience successfully creating and/or modifying processes

Job Competencies

• Attention to Detail
• Excellent written and verbal communication
• Flexibility
• Following Directions