Job Description
Job Description: Reporting directly to the Chief Administrative Officer, 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 parties on a variety of matters. This role organizes and coordinates all business and personal external efforts for the CAO, provides office management and oversees special projects.
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 a heightened sense of urgency, strong written and verbal communication, administrative, and organizational skills, and the ability to maintain juggling multiple duties and responsibilities seamlessly. 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 the highest level of discretion.
Roles and Responsibilities:
• Complete a variety of everyday tasks under the direction of the CAO including, but not limited to, managing complex and active calendars, arranging detailed travel plans, itineraries, and agendas
• Build relationships crucial to the success of the organization and manage a variety of special projects
• Provide a bridge for smooth communication by demonstrating leadership to maintain credibility, trust and support with senior leadership
• Create, route & process written and verbal correspondence while exercising a high degree of discretion and confidentiality
• Promote corporate image by professionally representing the CAO both internally & externally
• Schedule and coordinate logistics for Board meetings, conferences, and special events (onsite & offsite)
• Regularly check for daily priorities and urgent matters
• Maintain and improve (where needed) systems to file, organize, and archive information
• Assist board members with travel arrangements, lodging, and meal planning, as needed
• Maintain discretion and confidentiality in relationships with all board members
• Assemble and distribute materials for board meetings in electronic/paper format or liaison with appropriate parties to have this completed in a timely manner accordingly to schedule laid out by CAO
• Participate as an adjunct member of a variety of projects and meetings in scheduling, documenting and attending calls and meetings
• Assist in coordinating the agenda of senior management team meetings, off-sites and all hands meetings, as needed
Required Skills:
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail; ability to anticipate and balance needs seamlessly with a high sense of urgency
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners
• Expert level written and verbal communication skills
• Comfortable providing “behind the scenes” support to CAO and thrive on helping others be successful and willing to help others in a variety of situations to facilitate the most successful results
• Demonstrate proactive approaches to problem-solving
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and to identify and react to changing needs
• Excellent judgment, integrity and commitment to personal responsibility and accountability
Qualifications:
• Must have 7 years working experience supporting the execution of high-level business initiatives including assigning tasks and priorities, writing agendas and navigating challenging calendars.
• Strong proficiency with computers, including proficiency with MS Office programs
• Strong communication skills