Executive Assistant

Executive Assistant

The Executive Assistant provides direct support and assistance to the President & CEO with a broad variety of administrative functions and responsibilities. The Executive Assistant also serves as the administrative point of contact for internal and external stakeholders on all matters about the President & CEO. The Executive Assistant serves as a liaison to the Board of Directors, Board Committees, and internal committees and groups; organizes and coordinates executive outreach and external relations efforts, and oversees special projects. The Executive Assistant must 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.

The following essential functions of this position are performed personally, in cooperation with the supervisor, and/or in coordination with other staff. Additional work functions and duties may be assigned.

Executive Responsibilities:

• Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; scheduling and assisting with preparation for various meetings, including room and technology set-up.
• Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
• Communicates directly, and on behalf of the CEO, with Board members, donors, and others, on matters related to CEO's programmatic initiatives.
• Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior leadership.
• Anticipate the needs of the CEO by having documents ready for upcoming meetings.
• 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.
• Works closely and effectively with the CEO to keep them 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 President updated.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously; proactively follows through on projects to successful completion often with deadline pressures.
• Monitor and triage incoming emails and other internal and external communications. Prioritize and gather information for follow-up or response as needed.
• Must be able to write letters, memos, emails, at a professional level.
• Must be able to work independently in a very fast-moving environment.
• Ensures that the CEO's bio is kept updated, including tracking their engagement with external organizations (i.e. Board, Committee, Council, and Commission engagement)
• Drive CEO to and from meetings.
• Create relationships with other Executive Assistants in the community in order to facilitate relationship building.
• Assist the CEO, in and outside of the office, to help the CEO be more productive by being flexible, proactive, and anticipating needs.

Board Responsibilities:

• Serve as the CEO's administrative liaison to Nevada HAND's Board of Directors.
• Create and maintain annual meeting schedules and send out timely calendar invitations for all Board and Board Committee meetings.
• Contact Board Members and Board Committee Members prior to scheduled meetings to ensure quorums will be met. Manage and maintain attendance for all meetings.
• Prepare and distribute the Board Packet (Agenda, Minutes, and supporting documents, including pending Resolutions) at least one week in advance of all Board meetings and Board Committee meetings.
• Manage logistics for Board and Committee Meetings including conference room booking, refreshments, Board packets, web conferencing access, audio-visual equipment as needed, and travel arrangements if necessary.
• Complete Meeting Minutes for each Board meeting and Board Committee meeting.
• As applicable, arrange for documents to be signed by Board Chair and/or Secretary.
• Assist in the coordination of the annual off-site Board Retreat and other various corporate events.
• Manage the mailing, tracking, and follow-up of Conflict of Interest Disclosure Forms for Board Members and the Leadership Team.
• Manage and maintain copies of the Articles of Incorporation, By-laws, resolutions, and special transactions.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding Board and Board Committee matters.
• Maintains discretion and confidentiality in relationships with all board members

Operational Excellence and Facilities Responsibilities:

• Work in conjunction with the Operational Excellence team on projects that promote continuous improvement.
• Coordinate, execute, and/or deliver a variety of special projects and other administrative duties as directed.
• Create and maintain the annual Master Calendar. Create calendar invitations for all-staff events using the Master Events Calendar.
• Coordinate all employee conference and training registrations; book travel arrangements as required . Coordinate registration and participation for team members attending local functions and events.
• Lead and plan the holiday party for all-staff.
• Maintain extensive filing system, including confidential organizational records and reports.
• Maintain a typically paperless environment and document sharing system.
• Organizes at least four fun events annually for the home office staff to promote staff engagement and cross-departmental connection (ex: making sundaes, holloween potluck and costume contest, holiday decorating, etc.)
• Be the liaison between the office and the property manager/landlord to report building maintenance and operational issues.
• Monitor and order kitchen supplies.
• Order food, cakes, and other items for meetings and events in the home office.
• Prepare and set up the Multipurpose Room for Monthly Managers Meetings, New Hire Culture sessions, and other internal meetings.
• Assist with meeting preparation and logistics to help ensure meetings are organized and run efficiently.
• Scheduled monthly Home Office Front Desk Assistance.
• Update and maintain email distribution lists in coordination with JASCO.
• Maintain current organizational memberships, including the Chamber, NAIOP, NAHB, and similar associations.

Other Functions and Work Duties:

• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, elected officials, residents, and others.
• Make appropriate, informed decisions regarding priorities and available time.
• Exceptional judgment is essential.
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
• Able to maintain a high level of integrity and discretion in handling confidential information.
• Perform other duties as needed from time to time that are necessary for the well-being of the total operation.
• Coordinate specific work tasks with other personnel within the department as well as with other departments to ensure the smooth and accurate flow of work and information.
• Perform tasks which are supportive in nature to the essential functions of the job, but which may be altered or re-designed upon individual circumstances.

Qualifications and Skills Required:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience:

• Bachelor's degree
• Three years or more of experience in an executive-level administrative capacity.
• Experience in recording and transcribing minutes for executive meetings is preferred, but not required.
• Notary Public

Other Skills and Abilities

• Strong communication and writing skills with an ability to craft high quality proposals, reports, correspondence, and other support materials.
• Exceptional interpersonal and relationship-building skills with ability to adapt communication style to work effectively with a wide