Executive Assistant

Department

Administrative

Reports To

President & Executive Director

Education Requirement

High School Diploma or Equivalent

FLSA

Exempt

Salary

$70K-$80K

Annually

Schedule

Monday
- Friday

ORGANIZATION OVERVIEW

The Ali Forney Center (AFC) is dedicated to protecting LGBTQ+ youth from the harms of homelessness and empowering them with the tools needed to live independently. Founded in 2002, AFC provides comprehensive services, including housing, healthcare, and educational support to over 2,000 youth annually. AFC's mission is to create an affirming and supportive environment where LGBTQ+ youth can thrive.

POSITION Overview

Reporting directly to the President and Executive Director (ED), the Executive Assistant (EA) provides support to the Executive Director and across all programs. The EA serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the ED. The EA also serves as a liaison to the board of directors and senior management teams, organizes and coordinates executive outreach and external relations efforts, and oversees special projects.

The EA must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The EA will 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.

KEY RESPONSIBILITIES

Executive Support

• Completes a broad variety of administrative tasks for the ED 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; and compiling documents for travel-related meetings
• Communicates directly, and on behalf of the ED, with Board members, donors, AFC staff, and others, on matters related to ED's programmatic initiatives
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the ED, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the ED's office and internal departments, demonstrating leadership to maintain credibility, trust and support with senior management staff
• Works closely and effectively with the ED to keep him 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 ED updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the ED, some of which may have organizational impact
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the ED's ability to effectively lead the company
• Prioritizes conflicting needs, handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Board Support and Liaison

• Serves as the ED's administrative liaison to the Ali Forney Center board of directors
• Assists board members with travel arrangements, lodging, and meal planning as needed
• 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 meetings in electronic/paper format

Senior Management Liaison

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
• Assists in coordinating the agenda of senior management team meetings, off-sites, and all-staff meetings
• Facilitates cross-divisional coordination of travel and outreach plans

Communications, Partnerships, and Outreach

• Ensures that the ED's bio is kept updated and responds to requests for materials regarding the ED and the organization in general
• Edits and completes first drafts for written communications to external stake holders

Strategic Initiatives

• Works with the Strategic Initiatives team in coordinating the ED's outreach activities
• Follows up on contacts made by the ED and supports the cultivation of ongoing relationships
• Edits all, and creates acknowledgement letters from the ED to donors
• Partners with the COVID Testing Coordinator to ensure that compliance is maintained across departments

QUALIFICATIONS

Competencies

• Executive-Level Administrative…