The Executive Assistant directly supports the CEO and serves as the primary point of contact for internal and external constituents on matters pertaining to the Executive office of the organization. The Executive Assistant also serves as a liaison to the Board of Directors and senior leadership team. The Executive Assistant must enjoy working within an entrepreneurial environment that is mission-driven, results-driven, and community oriented. The ideal individual will need to exercise good judgment in a variety of situations and to balance multiple priorities. S/He must have strong written and verbal communication, administrative, and organizational skills.
Essential duties and Responsibilities
Completes a broad variety of administrative tasks for the CEO including: managing calendars and appointments; completing expense reports; processing invoices; composing and preparing confidential correspondence; arranging detailed travel plans, itineraries, and agendas; and compiling background and briefing documents for donor meetings.
Provides Board support by maintaining correspondence, calendars, meeting planning and logistics, agenda development, materials development, serving as point of contact for Board members, and developing and maintaining strong professional Board member relationship.
Assists Board members with travel arrangements and lodging as needed; schedules board and committee calls; plans logistics for quarterly Board meetings and prepares Board books ahead of meetings.
Supports the CEO in the relationship management of high impact constituents including CEOs, major donors, community leaders, and prospects.
Oversees email and mail management, Thank You messages, follow-up letters and other CEO correspondence in a prompt and efficient manner.
Manages long and short-term calendars for the CEO, including scheduling meetings, conferences, and teleconferences and coordinates schedules with meeting participants.
Coordinates internal and external meetings by ensuring all resources are prepared for the meetings (conference room, AV, presenters, materials, GoToMeeting, conference call bridge, etc.).
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, and follows up appropriately.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion.
Proofreads stewardship letters and templates signed by CEO and tracks sent letters in Raiser’s Edge.
Maintains discretion and confidentiality in all relationships.
Manages special projects for the CEO and the senior leadership team as directed.
Required knowledge, skills and abilities
Proficiency in Microsoft Office (Word, Excel, PowerPoint, and Outlook).
Strong written and verbal communication skills.
Strong organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail.
Strong internet research skills.
Strong interpersonal skills and ability to build relationships with stakeholders, including staff, board members, external partners and donors.
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.
Highly resourceful team-player, with the ability to also be extremely effective independently.
Entrepreneurial attitude with an aptitude for finding information when limited resources are available.
Education and experience
Bachelor’s degree or equivalent combination of education and experience.
4 years of experience in administrative or office support with at least 2 years of experience supporting C-Level Executives preferably in a non-profit environment.
How to apply
Qualified applicants meeting the requirements of the position should submit a cover letter and resume to: career@foodallergy.og