Executive Assistant

Description

Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship and other members of the Executive Team. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the CEO. The Executive Assistant also serves as a liaison to 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 individual will have the ability to exercise good judgement 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. 

Key duties of this position include: 

• Completes a broad variety of administrative tasks for the CEO and other members of the Executive Team including but not limited to: managing an extremely active calendar of appointments; completing expenses 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 plans. Coordinates and ensures the CEO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access the CEO’s time and office. 
• Works closely and effectively with the CEO to keep him/her 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. 
• 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. 
• Communicates directly, and on behalf of the President and CEO, with affiliates, donors, Foundation staff, and others, on matters related to CEO’s programmatic initiatives. 
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. 
• 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. 
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact. 
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. 

Additional Responsibilities: 

• Senior Management Liaison – participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings 
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings. 
• Facilitates cross-divisional coordination of travel and outreach plans. 
• Ensures CEO’s bio’s is kept updates and responds to requests for materials regarding the President and the organization in general. 
• Edits and completes first drafts for written communications to external stake-holders. 
• Works with the Strategic Initiatives team 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 external resources and alliances.  

Requirements

• 5 years or more experiences in supporting C-Level Executives. 
• Experience and interest in internal and external communications, partnership development, and alliances. 
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms. 

Qualifications: 

• Bachelor’s Degree (BA/BS) preferred
• Strong organizational skills that reflect ability to perform and prioritize multiply 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 alliances. 
• Strong level written and verbal communications skills. 
• Demonstrated proactive approaches to problems-solving with strong decision-making capability. 
• Highly resourceful team-player, with the ability to work 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.