Executive Assistant to the President & CEO

Job Description

Job Description

Position Summary:

Reporting directly to the President and CEO, the Executive Assistant provides high-level administrative and executive support. Key responsibilities include managing confidential correspondence, preparing and responding to communications, and organizing critical information. This role involves regular interaction with a diverse group of external stakeholders, internal team members across all organizational levels, and high-profile visitors. The ideal candidate excels at planning, prioritizing, and managing a dynamic workload while proactively anticipating the President's needs to ensure seamless operations.

Essential Job Functions and Responsibilities:

1. Provides administrative support for the President and CEO with specific focus on collecting and organizing documents daily for meetings and identifying and following up on action items.
2. Handles confidential correspondence with professionalism and discretion.
3. Anticipates the needs of the President, preparing materials and resources proactively.
4. Coordinate and manage the President's appointments and calendar using Outlook.
5. Identify and resolve potential challenges before they escalate.
6. Is a cultural ambassador for the organization fostering an environment of trust, alignment, transparency, and accountability.
7. Responsible for special projects assigned by President.
8. Maintains a complete filing system for administrative, contract, and archived records with periodic file audits.
9. Processes all incoming/outgoing mail for President and screen phone calls for the President.
10. Prepares general correspondence, memos, charts, tables, graphs, business plans, etc. as required for presentation purposes. Proofreads copy for spelling, grammar, and layout making appropriate changes. Responsible for accuracy and clarity of final copy.
11. Ghost writes emails, create drafts and other communications for the President & CEO.
12. Create and curate engaging social media content for the President & CEO ensuring consistent branding and tone.
13. Participates in planning employee/corporate events.
14. Assists with various functions, including Board Meetings and Tommy Nobis Center functions, including inventory of Board kitchen supplies, arranging catering, etc.
15. Coordinate travel for the President, including booking flights, accommodations, and preparing related reports.
16. Prepare DPRs, credit card expense reports, and mileage reimbursement submissions for the President.
17. Assists as needed with preparations for CARF review.
18. Assists with CDBG and other grant applications.
19. Maintain a consistent and reliable attendance record.

Qualifications:

• Mission driven, guided by core values and a pleasure to work with.
• As the Executive Assistant will be privileged to private and sensitive information, the Executive Assistant must always be trustworthy and work with integrity.
• Excellent written communication skills.
• Knowledge of basic office operations, proficient in computer knowledge and equipment as well as other general office equipment.
• Thorough working knowledge of Microsoft Office including Outlook, Word, PowerPoint and Excel with proficient knowledge of the graphics package, mail merge, spread sheet, and database experience.
• Must pass drug screen and background check.
• Eligibility to work in the United States.

Core Competencies:

Accountability & Dependability

Takes personal responsibility for the quality and timeliness of work and achieves results with little oversight.

Writing

Conveys ideas and facts in writing using language the reader will best understand and in the tone of the President.

Decision Making & Judgment

Makes timely, informed decisions that take into account the facts, goals, constraints, and risks.

Attention to Detail

Diligently attends to details and pursues quality in accomplishing tasks.

Ethics & Integrity

Earns others' trust and respect through consistent honesty and professionalism in all interactions.

Self-Management

Manages own time, priorities, and resources to achieve goals.

Results Focus & Initiative

Focuses on results and desired outcomes and how best to achieve them. Gets the job done.

Non-Essential Duties & Responsibilities:

• Runs occasional errands/short trips for supplies, executive lunches, trophies, and signatures as needed.
• Tracks attendance for senior management staff and approves payroll.

Education:

• Associates degree; or equivalent from a two-year college or technical school; or six months or more related experience and/or training; or equivalent combination of education and experience.
• Degree desirable.

Prior Experience Desirable:

• 4-5 years executive board level administrative experience with some office management experience.

Special Skills/Abilities:

Interpersonal :

• Excellent interpersonal skills with the ability to use discretion and good judgment while maintaining confidentiality.
• Ability to work independently as well as within a team environment and is a self-starter.
• Continually requires demonstrated poise, tact and diplomacy.

Written Communications:

• Strong ability to write and maintain quality documentation and communicate in a professional manner.
• Ability to proofread and edit documents.

Analytical:

• Superior analytical ability in order to gather and summarize data for reports, find solutions to various administrative issues and prioritize and organize work.

Oral Communications:

• Excellent verbal communication skills required to effectively communicate with a broad range of individuals.

Leadership:

• Ability to make quick and independent decisions when dealing with inquiries.

Organizational:

• Highly organized and accurate, with excellent planning skills and ability to multi-task.

Problem-Solving

• Excellent proactive problem-solving capability needed to overcome daily situations that occur in an office environment.

Equipment

• Proficiency in all MS Office applications, especially Outlook, Word, Excel and PowerPoint.
• Proficiency in use of office equipment.

Other Qualifications or Requirements:

Mental Effort:

• Ability to coordinate the work of the corporate office, the President and as needed for other Senior Managers.
• Ability to manage multiple projects simultaneously.
• Ability to handle interruptions while maintaining satisfactory work levels.

Physical Requirements:

• Office environment not requiring strenuous physical qualifications.

Visual Effort:

• Well-lit office environment requiring average amount of visual effort.

Safety:

• Follow all safety regulations to reduce accidents.

• Understanding OSHA safety requirements.
• Knowledge of evacuation procedures and the whereabouts of exits and fire extinguishers.
• Immediately report circumstances that may present a hazard to yourself and others.
• Report any accident whether minor or major.

Scope of Position:

• Not applicable.