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Executive Assistant to the Chief Executive Officer

Location: Remote United States

Full Time

SUMMARY:

The Executive Assistant has daily responsibility for managing the operations of the Executive Department. The Executive Assistant will be experienced in handling a wide range of administrative and executive support-related tasks with minimal or no supervision for the CEO. The Executive Assistant will have excellent written and verbal communication skills and possess the ability to effectively interact with a erse staff and other constituents of all levels. The Executive Assistant will be well organized, proactive, and resourceful and be committed to supporting the mission, vision and values of the organization.This position must be able to work on an Eastern Standard Time (EST) schedule.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Serves as the liaison between the CEO and senior management team, Foundation staff, Affiliate network, and board of directors.
• Responsible for calendar management of CEO and meetings/events of the organization, requiring interaction with internal and external staff and volunteers.
• Provides administrative support to CEO, including the board of directors, board of professionals, foundation affiliates, and related committees.
• Coordinate logistics for board of directors and related committee meetings; coordinate workflow within internal departments and manage dissemination of pertinent information related to meetings. Assist with coordination and administrative support of other organizational meetings and conferences.
• Prepares materials for board meetings, including clearing dates with the Chair and CEO, issuing notices of meetings to the board and staff, setting deadlines for submission and printing of materials, ensuring compliance with deadlines, editing and organizing documents and preparing final materials for CEO review. After CEO approval of materials, works with other departments to ensure that they are distributed in a timely manner. Coordinates ancillary materials for meetings, such as audio-visual presentations, to ensure that they are prepared to CEO’s specifications.
• Attends meetings and other events as necessary to assist CEO in carrying out his/her duties.
• Drafts minutes from Board of Directors’ meetings, Executive Committee meetings and Governance Committee meetings. Obtains approval of draft from Chair and CEO and prepares them for presentation to full Board or Committee, as appropriate.
• Ensures that all Board directories are current and up to date and initiates updates with other departments. Assists in election process of Board members and maintains accurate historical records of governance issues.

• Coordinates CEOtravel.
• Drafts, proofreads and/or edits documents to include agendas,travelitineraries, meeting minutes, memos and other such documents.
• Directs communication between the Executive Department, internal staff and the Board of Directors. Oversees all mailings to the Board of Directors. Serves as primary contact for Board members and assists them in carrying out their duties.
• Manages the Foundation’s policies, procedures, and standards of operation to include initiating, developing, and reviewing policies, guidelines and position statements, periodically evaluating such and recommending changes which would create a more effective and efficient work flow, implementing any approved recommendations.
• Maintains an up-to-date corporate recordkeeping system of all approved minutes, Board motions and resolutions, corporate documents and insurance policies.
• Communicates policies, procedures, regulations, reports, etc. to staff and outside organizations.
• Availabilitytravelto assist in the coordination of meetings and conferences.
• Reconciles the credit card statements for the CEO; prepares and manages the budget for the department; processes expense reports for Officers and Directors on the Board.
• Possesses autonomy in performing administrative functions through to completion for the Executive Department. Answers correspondence and assembles highly confidential and sensitive information.
• Implements, develops, maintains and updates electronic filing system for the department. Ensures that electronic recordkeeping system is implemented and organized.
• Serves as project manager for special projects, which includes planning andcoordinating multiple presentations, compiling and disseminating information, creating brochures and other compilations. Participation in other special projects within organization.

SUPERVISORY RESPONSIBLITIES:

• The Executive Assistant has no supervisory responsibility.

EDUCATION/EXPERIENCE:

• Bachelor’sdegreepreferred.
• 5+ years of progressive administrative experience
• Experience managing highly confidential information.

SPECIFIC KNOWLEDGE, SKILLS, ABILITIES, LICENSES, CERTIFICATIONS, ETC:

Knowledge of:

• Modern office procedures and practices as applied to executive secretarial services
• The organization, structure and administrative procedures of nonprofit organizations
• Effective methods and techniques of providing office and administrative support services for executive organizations
• Microsoft office, specifically Teams, Excel, and PowerPoint applications
• Adobe Acrobat
• Salesforce, PN3, Engencia, and ADP platforms

Ability to:

• Perform executive administrative services.
• Use discretion and knowledge of office operations and supervisor’s views to handle communications with internal and external entities.
• Assess the importance of matters and make decisions regarding appropriate responses and actions.
• Communicate and work effectively with others within and outside of the organization.
• Manage highly confidential information.
• Reconcile credit card expenses.

SALARY

• $72,000 – $76,000