Executive Assistant to President and CEO

Job Description

Title: Executive Assistant to the President and CEO

Department: Office of the President

Reports To: President and CEO

FLSA Classification: Exempt FTE: 1

Supervises: None

Hybrid Schedule (Subject to Change) : Schedule may vary, based on business needs. On-site Tuesday, Wednesday, and Thursday. Remote work on Monday and Friday.

Position Budgeted : $90,000.00 to $

Perform administrative and logistical duties for the President & CEO and the Office of the President. Play a central role in helping to organize and enhance the President’s role and effectiveness internally and externally. Serve as a key liaison and gatekeeper for the President.

• Manage, organize, and maintain President's extensive calendar;
• Ensure that President’s schedule aligns with the evolving strategic priorities of the organization and that appropriate senior managers and other staff are engaged on key tasks, projects, and initiatives;
• Provide a visible presence in the Office of the President and be accessible to internal and external stakeholders including members of the Senior Management Team, Board of Directors, political and civic leaders;
• Register and welcome visitors;
• Provide administrative support for meetings, including technical set-up, zoom management, and note taking;
• Coordinate and compile items for President’s daily briefing folder, working closely with the Special Assistant and other staff to ensure President is briefed and prepared for speaking engagements, meetings and conferences;
• Manage all President's phone calls; respond to requests for information and take accurate and complete messages; delegate action and promptly follow up on messages; implement and maintain call and email tracking system;
• Make all travel arrangements for President and produce detailed itineraries for complex, frequent, and often-changing travel schedules;
• Reconcile expenses and submit expense reports in a timely manner for President’s signature;
• Manage President’s correspondences as requested, including opening, reading, scanning, prioritizing and distributing all correspondence for action and follow-up; where appropriate, draft suitable responses to correspondences for President’s review and signature; as much as possible, ensure follow-through to ensure completion;
• Draft correspondence, memoranda, and other documents on a timely, error-free basis for President's signature;
• Maintain highest level of confidentiality with respect to the President and the Office of the President;
• Prepare and maintain President’s project files;
• Work closely with the Philanthropy Group to prioritize, coordinate, schedule and document all Presidential cultivation and solicitation with donors, Donor Advised Fund holders and key pipeline prospects, updating records in a timely manner in Saleforce;
• Proofread and edit various documents and/or correspondence generated by President;
• Maintain and update the filing of all correspondence that comes through the President’s office;
• Maintain list of and materials related to the various Boards the President sits on;
• Work with key staff to provide administrative support for various Board and Subcommittee meetings as needed; and
• Maintain regular attendance.

• Individuals assigned to this position may perform other duties as assigned.

Preparation, Knowledge, Previous

Experience:

• Bachelor’s degree or equivalent experience;
• Minimum of ten years related executive assistant work experience; and
• Previous experience as an Executive Assistant to a Senior Manager or CEO.

• Excellent proofreading and editing skills;
• Excellent verbal and written communication skills, including telephone skills;
• Superb organizational skills;
• Strong computer skills utilizing Microsoft Office products - Outlook, Word, PowerPoint, Excel;
• Mature interpersonal style; ability to interact well with a diverse range of people;
• Resiliency to absorb needs and challenges and a whatever-it-takes attitude to achieve results;
• Willingness to be proactive to address and anticipate personal needs;
• Patience and flexibility to meet demands of a constantly changing schedule;
• Ability to…