Executive Assistant

Job Description

Job Description

JOB SUMMARY:

Provides comprehensive executive support to the Chief Executive Officer (CEO) of the Phoenix Indian Center, Inc. (PIC), an organization with a local, regional, and national presence. Serves as a key point of contact for internal and external communication on matters pertaining to the CEO and the CEO’s Office. This dynamic position requires exceptional organizational skills, sound judgment, discretion, initiative, and the ability to anticipate needs and proactively identify solutions. The Executive Assistant serves as a trusted partner to the CEO by managing the flow of information, coordinating priorities, preparing the CEO for meetings and engagements, tracking commitments and follow-up, and ensuring that important matters move forward. The Executive Assistant also provides administrative and executive support to the PIC Board of Directors and Executive Team and supports organizational initiatives, including Development activities, donor communications, special projects, and the Phoenix Indian Center’s annual Silver & Turquoise Ball, the organization’s major fall fundraiser.

MAJOR FUNCTIONS:

Executive Support & CEO Office Management

• Manages the CEO’s complex and dynamic calendar, travel arrangements, correspondence, expense reports, meetings, and other administrative responsibilities.
• Prepares the CEO for internal and external meetings, speaking engagements, conferences, and community activities by coordinating agendas, briefing materials, presentations, background information, and other necessary documents.
• Maintains systems to track CEO priorities, commitments, action items, deadlines, and follow-up, ensuring important matters are completed in a timely manner.
• Anticipates the CEO’s needs, proactively identifies potential issues or conflicts, and uses sound judgment to determine what can be handled independently and what requires CEO attention.
• Serves as a key point of contact for the CEO’s Office and manages access to the CEO with professionalism, responsiveness, and discretion.

Communication & Relationship Management

• Communicates directly and professionally on behalf of the CEO with Board members, donors, funders, tribal leaders, elected officials, corporate and community partners, staff, vendors, and other stakeholders.
• Drafts, edits, proofreads, and prepares correspondence, acknowledgments, presentations, reports, and other communications on behalf of the CEO.
• Follows up on contacts, commitments, and requests made by the CEO and supports the cultivation and maintenance of ongoing relationships.
• Facilitates effective communication between the CEO’s Office, Executive Team, staff, and organizational service areas.

Board of Directors Support

• Provides executive and administrative support to the CEO in matters related to the Board of Directors, including meeting scheduling, agendas, materials, logistics, and follow-up.
• Maintains official Board records, calendars, contact information, committee assignments, governance documents, and other Board-related materials.
• Supports Board committees, special meetings, Board communications, and other governance activities as assigned.
• Tracks Board action items and follow-up and assists with Board-related projects and activities.
• Maintains strict confidentiality and discretion regarding Board discussions, personnel matters, financial information, organizational strategy, and other sensitive matters.

Executive Team & Special Projects

• Supports the CEO and Executive Team with leadership meetings, retreats, off-site meetings, and other organizational activities as requested.
• Coordinates and tracks special projects assigned by the CEO, including timelines, deliverables, responsibilities, deadlines, and follow-up.
• Provides status updates to the CEO and identifies barriers, emerging issues, or matters requiring attention.

• Supports organizational initiatives and special projects as directed by the CEO.

Development & Fundraising Support

• Provides administrative and executive support to the Development team as requested, including fundraising database entry, donor correspondence, reports, contact lists, and meeting materials.
• Assists with donor and sponsor communications and tracks follow-up related to CEO contacts and commitments.
• Provides executive administrative support for the Phoenix Indian Center’s annual Silver & Turquoise Ball, including CEO and Board Chair communications, sponsor and donor correspondence, scheduling, materials, guest information, and other event-related needs.

Confidentiality & Professional Representation

• Maintains the highest level of confidentiality and discretion regarding personnel, financial, legal, Board, donor, community, organizational strategy, and other sensitive matters.
• Represents the CEO and Phoenix Indian Center with professionalism, cultural awareness, diplomacy, and sound judgment in all internal and external interactions.

MINIMUM QUALIFICATIONS:

• Bachelor’s degree in Business Administration, Nonprofit Management, Communications, or a related field preferred; or an equivalent combination of education and five to eight years of progressively responsible experience supporting a CEO, Executive Director, or senior executive.
• Exceptional verbal and written communication skills, including the ability to draft, edit, proofread, and prepare professional correspondence, reports, and presentations.
• Strong organizational, time management, project management, and follow-through skills with demonstrated ability to manage multiple priorities and deadlines.
• Demonstrated ability to exercise independent judgment, anticipate needs, solve problems, and determine when matters require CEO attention.
• Demonstrated ability to handle confidential and sensitive information with discretion and professionalism.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, and Teams, and ability to learn and use organizational databases and software.
• Ability to communicate and work effectively with staff, Board members, donors, community members, partners, vendors, and other stakeholders.
• Knowledge of the social, educational, cultural, and economic development needs of urban American Indians preferred.
• Dependable transportation, valid driver’s license, and automobile insurance coverage in compliance with Phoenix Indian Center requirements.

PREFERENCE:

In accordance with the Indian Preference Regulations, preference is given to American Indians. To claim American Indian preference a copy of tribal affiliation must be submitted with a full application packet. A full application packet consists of letter of application, resume and supplemental information form.

All staff requirement(s):

• Must have at time of hire or be able to obtain a State of Arizona Department of Public Safety Fingerprint Clearance Card within 90 days of employment
• Must have dependable transportation, valid driver’s license if operating a vehicle and must have automobile insurance coverage in compliance with the organization’s requirements
• Must be available to work evenings and weekends