Executive Assistant to Chief Executive Officer

POSITION PURPOSE

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The Executive Assistant to the CEO is responsible for providing comprehensive support to the CEO managing the organization’s office operations.

This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Provides executive support in a one-on-one working relationship with the President / CEO. Serves as the primary point of contact for internal and external constituencies on matters pertaining to the Office of the President / CEO.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Provide sophisticated calendar and email management for CEO. Prioritize inquiries and requests while troubleshooting conflicts;

make judgements and recommendations to ensure smooth day-to-day engagements.

• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including : assisting with special projects;
• designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties;

composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.

Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature.

Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy.

Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.

Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc.

• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.
• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
• Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
• Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.
• Act as a back-up liaison and support to the Board of Directors.
• Replenish office materials such as snacks, printer supplies, paper, office supplies, etc. Provide event management support as requested.
• Provide hospitality to all guests and help to create a welcoming environment.
• Process and distribute daily mail.
• Other projects / duties as assigned for the overall benefit of the organization.

QUALIFICATIONS

EDUCATION / CERTIFICATION :

Associate's degree preferred; and three to six years of administrative support to an Executive team / CEO; or an equivalent combination of education and experience of five to ten years’ of direct assistance to an Executive team / CEO.

• Strong ability to execute work with a diversity, equity, and inclusion lens.
• Significant executive support experience, including supporting c-level executives. nonprofit board experience is highly preferred.
• Expert proficiency with Microsoft office and desktop publishing software; ability to design and edit graphic presentations and materials.
• Technical proficiency and problem-solving skills related to : it infrastructure; it support and troubleshooting; and cloud-based environments (web-based applications).
• Strong verbal and written communication skills.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism in dealing with diverse groups of people, including board members, senior executives, staff, community leaders, donors, and funded partners.
• Make appropriate, informed decisions regarding priorities and available time.
• Ability to complete a high volume of tasks and projects with little or no guidance.
• 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.
• Excellent judgment is essential.
• Ability to switch gears at a moment’s notice. work environment
• Thrive in an intense, do-it-yourself, start-up environment.
• Ability to work well within a cross-functional team environment and diverse communities.

EXPERIENCE 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.

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