Executive Assistant

Job Description

We are seeking an Executive Assistant (EA) to provide high-level administrative and operational support to executive leadership. This role is responsible for managing calendars/schedules/travels, coordinating and preparing correspondence, and handling confidential information with professionalism and discretion. The Executive Assistant is responsible for accurately managing and tracking executive expenses, ensuring all expenditures comply with organizational policies and budget guidelines. This includes preparing timely and accurate expense reports to support transparency and financial accountability. The ideal candidate is highly organized, demonstrates strong time management, and can work independently while providing responsive, personalized support that enhances the foundation's and its staff's overall efficiency.

Key Responsibilities:

• Calendar Management: Manage the president's professional and complex scheduling and calendars (including travel logistics, accommodations, transportation, and meals).
• Task Prioritization:
  • Ability to organize and prioritize tasks based on urgency and importance, ensuring critical tasks are completed on time.
  • Monitor and manage executive expenses, ensuring timely submission of expense reports and adherence to company policies and budgets.
  • Reconcile monthly expense statements, coordinating with accounting to resolve discrepancies and ensure accurate financial tracking.

• Multitasking: Juggling multiple tasks without losing focus or quality, ensuring
• Handling Sensitive Information : Discretion in managing confidential matters, from personal details to high-level business information.

Competencies Required:
Mission Alignment:

• Demonstrates a strong understanding of the Foundation's mission and values, integrating them into daily tasks and interactions.
• Actively seeks opportunities to further engage with the mission and contribute positively to the organization's impact.

Effective Communication:

• Communicates professionally and respectfully with team members, community members, and stakeholders, fostering an environment of open dialogue.
• Adapts communication style to meet the needs of diverse audiences, ensuring clarity and mutual understanding.

Systems and Policy Thinking:

• Understands the interconnectedness of organizational functions and proactively identifies opportunities for collaboration and efficiency.
• Considers the broader organizational goals in daily work, enhancing strategic contributions.

Project Management:

• Prioritizes tasks effectively and meets deadlines, ensuring successful project outcomes through collaboration.
• Provide regular updates on progress and seek guidance as needed to achieve objectives efficiently.

Financial Acumen:

• Demonstrates a foundational understanding of financial principles, such as budgeting and expense tracking, to support the organization's financial health.
• Actively pursue opportunities for skill development in financial management through training and mentorship.

Resource Mobilization:

• Effectively identifies and utilizes resources to accomplish specified tasks and projects, optimizing outcomes.

Analytical Ability:

• Apply analytical skills to problem-solving and informed decision-making, using data to recognize trends that influence work.

Coaching:

• Welcomes feedback and guidance, showcasing a commitment to professional growth and an openness to learning.
• Actively seeks opportunities for skill enhancement, adapting to new challenges with enthusiasm.

Board Engagement:

• Understands the significance of board governance and seeks to engage with board members, providing valuable insights and perspectives.
• Takes initiative to learn about the board's structure and functions to better align with the organization's strategic vision.

Qualifications:
Education: Bachelor's degree preferred.
Experience: Three to five years of prior experience supporting a senior executive or team.
Technology Proficiency: Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, Excel, and Emburse Certify software)
Communication Tools : Familiarity with tools such as email, instant messaging, and video conferencing platforms (e.g., Zoom, Microsoft Teams).
Social Media and CRM : Basic knowledge of social media platforms and CRM systems to manage public relations and communication tasks.
Ethics & Integrity: High level of professionalism and ethical standards, with a commitment to confidentiality and integrity in managing sensitive data.
Strong understanding of regulatory requirements and adherence to compliance guidelines.

Benefits : 401(k) retirement savings and planning, medical, dental, vision, life AD&D, vacation, medical, and paid holidays. Other benefits include cell phone and gym reimbursement, education assistance, and professional development.

Physical Requirements and Working Conditions. This position is primarily performed in an office setting and may require occasional travel.
This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of the Employer. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions.


This position requires a valid state driver's license, a safe driving record, reliable transportation, and insurability through our vehicle insurance carrier.

Meet Your Recruiter

Heather Church
Business Development Director

Born and raised in the heart of the Mississippi Delta, Heather's story is rooted in strong Southern values, a deep work ethic, and a passion for helping others succeed. In 1998, she moved to Brandon, Mississippi, where she graduated from Northwest Rankin High School before continuing her education at Hinds Community College. There, she earned a degree in Early Childhood Development, laying the groundwork for what would become a dynamic and multifaceted career path.

After completing her education, Heather embraced motherhood and took on the role of a stay-at-home mom. It was during this chapter of life that her entrepreneurial spirit truly came to life. She built a thriving online business from the ground up-one that not only allowed her to be present for her growing family but also gave her hands-on experience in online marketing, customer service, and small business development. These formative years sharpened her natural leadership skills and helped her develop a keen understanding of the digital business landscape.

Heather currently resides in Brandon, Mississippi, with her husband and their three children. A dedicated sports mom, she spends much of her free time on the sidelines of baseball and softball fields, cheering on her kids and embracing the strong sense of community that comes with it.

In January 2020, Heather joined PSG, bringing with her a lifetime of insight into the staffing industry. Having grown up in a family deeply immersed in staffing, she came to the role with an intuitive understanding of how to match people with opportunity-and businesses with talent. Her journey at PSG began as a Talent Acquisition Specialist, where she quickly proved herself to be a strong communicator, a natural connector, and a team player with a deep commitment to client success.

Her dedication and performance led to a well-earned promotion to Director of Business Development , a role in which she now thrives. In this position, Heather works closely with executive leadership and clients to develop and implement strategic marketing initiatives, identify business goals, and build operational plans that drive measurable results. Her unique blend of recruitment experience and business development acumen allows her to approach client partnerships from a holistic perspective.

Heather is known for her authenticity, her collaborative approach, and her unwavering dedication to helping others grow-whether it's a client striving to expand their workforce or a candidate searching for their dream role. She believes that success in staffing isn't just about filling positions; it's about building long-lasting relationships and creating opportunities that change lives.

With every new challenge, Heather brings a spirit of innovation and a heart for service-qualities that continue to make her an invaluable leader at PSG and a trusted resource for the clients and candidates she serves.

• View phone number on click.appcast.io
• Connect on LinkedIn