Executive Assistant

About the role

The Executive Assistant reports directly to the Chief Executive Officer and provides executive level support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the Chief Executive Officer. The Executive Assistant also serves as a liaison to the Board of Directors; coordinates external relations efforts.

Essential Duties & Responsibilities

• Completes a broad variety of administrative tasks for the Chief Executive Officer 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; compiling documents for travel-related meetings.
• Plans, coordinates, and ensures the Chief Executive Officer’s schedule is followed and respected.
• Communicates directly and on behalf of the Chief Executive Officer, Board members, donors, staff, and others on matters related the Executive programmatic initiatives. Provides a bridge of communication between the Chief Executive Officer’s Office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the Chief Executive Officer to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Provides leadership to build relationships crucial to the success of the organization, and manages variety of special projects for the Chief Executive Officer, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the Chief Executive Officers ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion.
• Reads and screens incoming correspondence and reports, make preliminary assessment of the importance of materials and organize documents, handles some matters personally, and forwards appropriate materials to the Chief Executive Officer and staff.
• Receives and screens incoming calls and visitors, determines which are priority matters, and alerts the Chief Executive Officer accordingly. Makes referrals to appropriate executive staff or provides requested information.
• Composes letters and memoranda in response to incoming mail or calls.
• As liaison between the Chief Executive Officer and staff, exchanges information; transmits directives, instructions, and assignments; and follows up on status of assignments.
• Operates computers to produce a variety of documents, charts, and graphs in final form.
• Prepares agenda and collects materials for meetings, speeches, and conferences; takes minutes and keeps records of proceedings as required.
• Reviews, proofreads, and edits documents prepared for the Chief Executive Officer’s signature.
• Takes and transcribes dictation and technical/confidential matters from the Chief Executive Officer.
• Serves as the Chief Executive Officer’s administrative liaison to the Board of Directors. Maintains discretion and confidentiality in relationships with all board members. Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meeting in electronic/paper format.
• Serves as an adjunct member of the Executive Team including assisting in scheduling meetings, attending all meetings, and taking minutes.
• Ensures that the Chief Executive Officer bio is kept updated, responds to requests for materials regarding the Chief Executive Officer and the organization in general. Edits and completes first drafts for written communication.
• Follows up on contacts made by the Chief Executive Officer and supports the cultivation of ongoing relationships. Edits and creates acknowledgement letters from the Chief Executive Officer Donor list.
• Other duties as assigned by the Chief Executive Officer.

Education and/or Work Experience Requirements

• Bachelor’s degree with at least five years’ experience of working at Executive Assistant level with senior management and working with a Volunteer Board of Directors experience preferred.
• May substitute ten or more years of experience working at an Executive Assistant level with senior management and working with a Volunteer Board.

Additional Eligibility Qualifications

• Excellent verbal and written communication skills including the ability to effectively communicate with internal and external clients and staff.
• Must be able to work under pressure and meet deadlines while maintaining a positive attitude.
• Able to work flexible traditional and non-traditional hours to meet the demands in fulfilling the responsibilities of the position.
• Very strong interpersonal skills and the ability to build relationship with staff, board members, external partners, and donors.
• Comfortable when working with tight deadlines and able to turn work around within a short time span where demands are liable to change at short notice.
• Proven ability to handle confidential information with discretion.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Demonstrated ability to achieve high performance goals and meet deadlines.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Highly resourceful team-player with the ability to also be extremely effective independently.
• Knowledge of advanced MS office applications including: Word, Excel, PowerPoint, and Outlook.
• Able to work independently and carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices.
• Must be able to communicate effectively and be a team player at the Coalition.
• Must be able to commit to the Coalition vision and be passionate about its mission.
• Requires reliable transportation as travel is required, valid driver’s license, good driving record and automobile insurance.

Physical Requirements

• Ability to safely and successfully perform the essential job functions consistent with the ADA, federal, state, and local standards.
• Must be able to travel to alternate locations.
• Required to sit, stand, walk, speak, and hear while performing the duties of this job, regularly.
• The position requires extensive computer use.
• The incumbent must have sufficient hand dexterity to use a computer keyboard and be capable of reading a computer screen.
• Lifting/carrying up to 25 pounds.

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