Executive Assistant

The Executive Assistant will provide confidential administrative support to the COO and Vice President. In addition, they will support the CFO, CMO, and other executive leadership when assigned. This role will support day-to-day operations, coordinate complex schedules, prepare and organize high-level communications, and serve as a key point of contact for internal and external stakeholders. The Executive Assistant will ensure the smooth functioning of executive activities and contribute to the overall efficiency of organizational leadership.

The Executive Assistant will coordinate and collaborate as needed with the Executive Assistant to the CEO, ensuring schedules are aligned and continuity of operations. The Executive Assistant will handle special projects as needed.

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 Executive Assistant 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.

Compensation and Benefits

• $26.00 - $28.35 per hour
• Paid time off with a starting maximum of 144.04 hours per year.
• Medical, Dental, and Vision plan offerings for employees and their eligible dependents. All Vision plans 100% employer paid.
• Employer paid Employee Assistance Program, Life, Accidental Death & Dismemberment, and Short Term Disability.
• Offerings of Supplemental Life and Accidental Death & Dismemberment for employee and their eligible dependents.
• An employee may voluntarily designate a percentage of their salary towards employer sponsored 401(k). LWVI will match the employee's contribution up to 6% of the employee's salary.
• Discounts on Pet Insurance and other items such as phone plans, movie tickets, etc

Essential Duties and Responsibilities

• Completes a broad variety of administrative tasks for the Executive Leadership including managing an extremely active calendar of appointments, making sure the Executive Leadership schedule is followed and respected, provides “gateway” role, creating win-win situations for direct access to the Executive Leadership time and office.
• Composes and prepares correspondence that is sometimes confidential; arranges complex and detailed travel plans, itineraries, agendas, and compiles documents for meetings.
• Maintains additional documents for the Executive Leadership, including agreements, leases, and related confidential and/or legal documentation and response dates, and historic preservation documents and photos.
• Coordinates company-wide meetings and corresponding logistics, including State-of-the-Company meetings as well as regularly scheduled Director’s meetings, public tours or other daily departmental interactions as needed.
• Facilitate and coordinate conference and video calls and other meetings including all contacts with participants to set dates, times, conference numbers; compiles and distributes information required for these calls; records, transcribes and distributes minutes when appropriate.
• Serve as a resource for interoffice and interdivisional communication with Directors.
• Act as an administrative resource for various functions in support of the overall Institute including completing expense reports, coordinating with vendors, purchase orders, budget assistance, supports basic office functions, copying, faxing, typing, telephone screening and messaging, etc. with appropriate and independent follow through.
• Additional responsibilities as assigned.

Education and Experience Required and/or Preferred

• Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization.
• Two-year college or technical school degree/certification with five or more years executive level support experience preferred.
• Must be extremely proficient in Microsoft Office (Outlook, Word, Excel, Power Point, Power Bi, Teams, etc.)

Knowledge, Skills and Abilities

• Exceptional…