Executive Assisstant

Primary function of this position is to provide administrative support to the CEO and serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. The Executive Assistant also serves as a liaison to the Board of Directors and senior management staff and supports the CEO's relationship with National Arc.

The Executive Assistant also organizes and coordinates executive outreach and external relations efforts; and oversees special projects including donor data entry/management, correspondence/appointments, and event planning/coordination. This role also provides administrative support to the Board of Directors, Senior Leadership and Staff.

This position requires creativity within a small, non-profit environment that is mission and results-driven and community oriented. The Executive Assistant will have the ability to work independently on projects, from conception to completion; must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion; and demonstrate leadership to maintain credibility, trust and support with senior management staff.

Performance Measures: A successful Executive Assistant will produce positive outcomes in the following areas: clerical tasks and assignments, special projects, Board engagement, and meeting event ROI goals.

Correspondence & Scheduling - prepare letters, thank you cards, and other correspondence; assist with CEO appointments and calendaring; make follow-up phone calls; screen CEO phone calls and visitors; arranges all travel and accommodations for CEO.

Workflow - assist with CEO workflow; copies, scan/file documents, word processing of notes/minutes; screen/deliver mail; maintain CEO office order and beautification and hospitality items.

Establishing priorities - prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Personnel - assist with CEO employees' recognition (anniversaries, birthdays, achievements).

State/Regional/National Arc Coordination - supports the CEO's relationship with National Arc in order to stay informed on national and local priorities and maintain collaborative engagement.

Coordination of Meetings - assist in gathering information, scheduling meetings, taking minutes, sending reminders and coordinating, prepare agendas; record/submit minutes, updating documents and coordinating workgroups; prepare/clean up meeting rooms; send meeting reminders; assist in scheduling.

Community Outreach - work with the Executive Team to coordinate the CEO's outreach activities. Follow up on contacts made by the CEO and support the cultivation of ongoing relationships.

Mentorship - provide coaching and mentoring to other administrative staff. This person should supervise the receptionist.

Administrative Support to Senior Management - secondary to any duties assigned by CEO, assist other senior staff with correspondence, work flow, personnel, data entry, or other duties as requested, and at the CEO's discretion. ? not sure about this one. Most departments have their own administrator.

Board Support

Board Meetings - assist with meetings as described above for all boards and board committees, including but not limited to The Arc Board of Directors Executive Committee, The Foundation, and board committees; collect, prepare and send board packet; record/submit minutes; collect and archive board minutes and materials (digital and hard copies) follow-up on all action items; assist in coordination with Board President.

Board Activities - schedule attend/capture minutes for Quarterly Board meetings; follow-up on action items; assist CEO/Board in meeting objectives of board development plan; assist with annual stewardship events and activities; assist with annual business meeting, annual agency assessment, and board annual calendar. Assist with annual board recruitment and other recruitment activities.

New Board Members - assist with onboarding, including updating board roster, completing paperwork, sending welcome letter, arranging welcome packet (shirt, Handbook, etc.); schedule orientation, mentorship, ensuring assignment to committees, and completion of board commitment letter.
• Board Alumni - ensure all retiring board members are entered onto alumni list and added to mailing list; assist CEO in correspondence and stewardship of past board presidents.
• Correspondence - maintain updated rosters, email and phone lists; include in all relevant mailings; update Storage folders monthly and as needed.

Reports/planning - meet weekly with CEO to review/plan activities; assist CEO in coordinating all reports and materials for board and other purposes.

Tracking - track the following: board attendance (provide semi-annual report to CEO and Board President), resolutions/policy ratification (file annually), and board anniversaries (update rosters). Assist with all areas of coordinating board activities, as assigned.

Fund Development
• Schedule donor visits for CEO and fundraising team.
• Manage pledge sheets and board commitment letters.

Interface with finance to keep pledges and payments current.

Other Duties as Assigned and that meet the minimum qualifications of this position.