EXECUTIVE ASSISTANT

Job Description

Job Description

OVERVIEW: This role demands exceptional project management and attention to detail, confidentiality, and the ability to handle a wide range of administrative and executive support tasks. You will act as a key liaison between the Chief Executive Officer, senior management and internal/external stakeholders, ensuring smooth communication, efficient operations, and that organizational goals are met.

RESPONSIBILITIES: Provides direct administrative support to the CEO by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications. May represent the CEO in various meetings or community activities. Responsible for flow of communication and will keep the CEO apprised of time sensitive issues that will affect the organization, Board and staff. Assists in maintaining and coordinating CEO’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel. Schedules meetings, secures venue, room set up, refreshments, tracks attendance, and assists with preparing and distributing meeting agendas, supporting materials and minutes. Serves as the CEO’s administrative liaison to Agency’s Board of Directors, and Board Committees as well as with other agency and/or governmental boards and executives. Coordinates communications with the Board and committees as directed. Maintains official documents of the organization including but not limited to Board/committee agenda and minutes, Board/Committee calendars, conflict of interest statements, resolutions, bylaws, policies and procedures and others as required. Assist with coordination and attendance at various community events and coordinate the various functions and marketing materials needed. Assist with the coordination of staff trainings, education, and team building Takes accurate notes and meeting minutes during meetings and following up with stakeholders on key changes, next steps, and deliverables. Creating and editing various business documents, presentations, reports, and other materials as needed. Conducting research on various topics for projects, events, meetings, etc. Handling sensitive and confidential information with the utmost care and always maintaining a high level of confidentiality. Assisting in the management and tracking of projects, deadlines, and deliverables across different teams and departments. Monitor project progress and identify roadblocks. Perform other duties as assigned by supervisor.

QUALIFICATIONS: Minimum of a Bachelor’s degree in business; higher degree (MBA or MA) in related field is preferred. 5+ years of executive or administrative work experience preferred Experience working with the Board of Directors and senior level management interactions is preferred. Not for profit organization experience is a plus. Proficient in Microsoft Office (Outlook, Word, Excel and Power Point) and Adobe Acrobat. Excellent verbal and written communication skills Strong organizational and task prioritization abilities Ability to handle confidential information with integrity and sensitivity Proactive mindset with the ability to anticipate needs and act accordingly Attentive to details and follows through on assigned tasks and commitments Able to build relationships with internal and external stakeholders and network Experience with calendar management and travel coordination Highly motivated, self-driven, and eager to learn and apply new skills Flexible and driven to meet tight deadlines, handle multiple projects and prioritize them appropriately Follows process and procedures that align with company goals and promotes organization effectiveness Self-starter and comfortable working in ambiguity or with limited information

PHYSICAL REQUIREMENTS: Prolonged periods of standing and walking. Frequently required to sit, reach with hands and arms, and stoop, kneel, crouch, or crawl. Must be able to lift and/or move 25 pounds.