Job Description: Reporting directly to the Business Owner(BO) and CEO, the Executive Assistant provides executive 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 BO and CEO. The Executive Assistant also serves as a liaison to the senior management teams; organizes and coordinates executive outreach and external relations efforts. The Executive Assistant 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 Executive Assistant will have the ability to work independently and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Roles and Responsibilities
• Completes a broad variety of administrative tasks for the BO and CEO 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.
• Plans, coordinates and ensures the BO and CEO's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the BO and CEO's time and office.
• Communicates directly, and on behalf of the BO and CEO, staff, and others, on matters related to BO and CEO's programmatic initiatives.
• Research, prioritizes, and follows up on incoming issues and concerns addressed to the BO and CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the BO and CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the BO and CEO to keep him/her 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 President updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the BO and CEO, 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 BO and CEO'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.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with
Staff and external partners
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions
Education and Experience Requirements
• Bachelor's degree required
• Strong work tenure: five to 10 years of experience
• Experience and interest in internal and external communications, partnership development, and fundraising
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms and G Suite applications.
Hours will vary outside of normal business hours and some travel required.