Executive Assistant

Overview

Executive Assistant

Job Type: Full-Time

Location: Corporate

Status: Exempt

Focus Areas

Executive Administrative Support | Calendar & Communication Management | Board & Committee Coordination | Documentation Preparation & Records Management | Project & Event Support

Responsible for high-level administrative support for the Chief Executive Officer (CEO) with internal and external communication, including presentations, project management, and a key facilitator of the board of directors and the executive leadership functions.

• Oversee all aspects of the CEO’s office coordination, communication, and meetings in line with the CEO and the organization's strategic direction and priorities.
• Anticipates the needs of the CEO by independently directing the compilation of program information and the preparation of corresponding meetings, reports, and presentations.
• Coordinates and completes special projects/assignments. Conduct research, compile data, and prepare papers for consideration and presentation to the Chief Executive Officer, staff, Board of Directors, and public.
• Proposes specific methods and approaches for tracking program accomplishments. Sets milestones, prepares schedules, and develops a means of evaluating program operations, accomplishments, and pace.
• Create tracking spreadsheets to ensure CEO priorities are met in a timely manner and create and maintain networking platforms, such as Zoom, or SharePoint, for coordination of special projects.
• Analyzes and evaluates the effectiveness of these methods and assesses the appropriateness of program direction and determines the need for redirection of program efforts in meeting established goals and objectives.
• Rely on perspective and experience to advise the CEO on the development of agency-wide policy, with a keen eye to provide input to ensure the needs of the Organization are met.
• Supervise volunteers and other support personnel as pertinent to support of the CEO.

• Ability to maintain highly sensitive and confidential material.
• Ability to set priorities, research, problem-solve and make independent decisions with minimal supervision by using logic to identify key facts, explore alternatives, and propose quality solutions within the scope of the job.
• Must be able to multitask with the ability to meet multiple deadlines and possess strong organizational, planning, and follow-through skills.
• Excellent written and verbal communication skills.
• Ability to design collateral and presentation materials in line with the CEO’s priorities and presentation style.
• Good working knowledge of departmental and organizational policies, procedures and operations.
• Excellent working knowledge of the principles of office management and of modern office procedures, systems and equipment such as typewriters, calculators and proficient with common office software programs.
• Ability to work well under pressure, remaining flexible, proactive resourceful and efficient with the ability to complete work within deadlines.
• Must understand and carry out oral and written instructions.
• Demonstrates commitment to quality and attention to detail.
• Flexible, reliable and enjoy the administrative challenges of a fast paced, growing organization.
• Knowledge of the English rules of grammar, correct telephone etiquette, and general office procedures, i.e., typing 55-60 wpm and filling.

• Minimum of an Associates Degree in Office Administration and Technology or higher, with a concentration in business, computers, or English.
• Minimum of two (2) year experience in an equivalent position.
• Operates phone system, computer hardware and Microsoft applications, calculator, printer, facsimile, copiers and other standard office equipment.
• Frequent use of own personal motor vehicle to run errands as directed. With no citations/violations in driving records. [biannual driving abstracts will be obtained through the department of transportation].

• Exempt position requires flexibility and may be required to work after-hours, on weekends, and holidays as needed.

Pay: $52,000 - $56,160 annually

This pay range represents the base hourly rate or base annual full-time salary for all positions in the job grade within which this position falls. The actual base salary offer will depend on a variety of factors including experience, education, geography and other relevant factors.