Executive Assistant, Non-Profit

Well-established non-profit organization located in the Memorial area in search of an experienced C-suite Executive Assistant to support the organization’s top executive.

Responsibilities will include :

• Manage Executive’s calendar and daily schedule.
• Prepare all meeting materials, room set-ups, technology needs, and food / beverage for Executive’s daily schedule. Additionally, support the Executive’s spouse for any meetings in which he / she is involved in representing the organization.
• Manage Executive’s operating and capital budgets.
• Plan, coordinate and ensure that the Executive’s schedule is followed and respected by acting in a gatekeeper role, creating win-win situations for direct access to the Executive’s time.
• Prioritize conflicting needs, handle responsibilities expeditiously and proactively, and follow through on projects to successful completion, often with deadline pressures.
• Complete documentation of all correspondence, stewardship and meetings with donors to the organization.
• Prepare weekly donor task lists in coordination with the Development Department.
• Prepare documents, including emails / letters, memos, project summaries, meeting agendas, meeting minutes, spreadsheets and presentations.

Maintain filing systems.

• Develop presentation, marketing, and invitations materials for Executive. Work in conjunction with the Marketing & Communications and Development Office regarding graphic design needed for events.
• Responsible for employee and patron recognition events, gifts and awards - flowers or gifts for key occasions on behalf of the organization and / or Executive.
• Prepare and maintain Board calendar, Board Effect website, and prepare monthly Board documents.
• Organize special events / retreats for the Board.
• Attend Board of Trustees meetings and various Board Committee meetings (Executive, Finance, COT, Building) as the Assistant Secretary;

take meeting minutes and assist with the implementation of the strategic planning timelines.

• Coordinate with the Executive all events involving the Executive and his / her family.
• Coordinate travel arrangements for guests of the Executive.
• Event planning, including managing budgets, selecting chefs, catering companies and menus.

Requirements :

• Bachelor’s degree or relevant experience.
• A minimum of five years of experience supporting C-level Executives
• Strong proficiency in Google Suite and Microsoft Office (Excel, Outlook, PowerPoint, Word).
• Experience in coordinating, managing and scheduling events for a large organization.
• Detailed oriented with ability to work in a fast-paced environment.
• Professional, upbeat, and positive; can-do attitude, self-motivated, self-directed, organized, and ready to be of service.

Salaried, exempt position working onsite M-F, 7 : 15am - 4 : 15pm. Comprehensive benefits package and generous PTO offered.