Executive Assistant Jobs

Job Type

Full-time

Description

Reporting to the President/Chief Executive Officer (CEO), the Executive Assistant is responsible for providing comprehensive high-level administrative support for the President/Chief Executive Officer, Chief Financial Officer, and the Board of Trustees. The Executive Assistant is responsible for assignments that are confidential and sensitive in nature. This position requires the ability to anticipate needs, think critically, exercises a high degree of discretion and independent judgment with respect to the needs of the executive team and related agency matters, and offer solutions to problems with a high level of professionalism and confidentiality.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.
• Provide event management support as requested.
• Act as a liaison and provide support to the Board of Trustees. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
• Serve as the point of contact for the public, visitors, patients, staff, and others as related to the President/CEO’s business activities. Resolves issues independently when appropriate.
• Maintain and post required licenses, policies, and other documents in designated areas. (e.g.: NH State License, Board of Pharmacy License, Patient Bill of Rights, etc.).
• Research, prepare, and create documents, reports, correspondence, and presentation materials for the CEO.
• Act as a "gatekeeper" to the CEO, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
• Contribute to the management and efficient use of the President/CEO time by managing their calendar, assisting with meeting preparations, travel arrangements, and prioritizing appointments.
• Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements
• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine an appropriate course of action, referral, or response, exercising judgment to reflect the CEO’s style and organization policy.
• Maintain all current contracts, trademarks, and other regulatory documents, updating them when appropriate.
• Maintain the organization’s policies and procedures manuals and Guideline manuals.

Other Job Functions

• Builds and maintains positive relationships with our customers (Board, clients, staff, volunteers, leadership) by readily responding to their questions and concerns.
• Performs other related duties in support of the President/Chief Executive Officer, Chief Financial Officer, and the Board of Trustees.
• Demonstrates flexibility in work schedule. Is able to accommodate additional or extended hours, work overtime, or modify work schedule as needed. Able to work independently and as part of a team.
• Other duties as assigned.
• Reacts with appropriate levels of urgency to situations and events that require quick response or turnaround and switch gears at a moment's notice.
• Demonstrates flexibility in the role by accepting other duties as assigned for which qualified.

Requirements

Minimum Qualifications and Requirements

• Nonprofit board experience is highly preferred
• Exceptional organizational skills and impeccable attention to detail
• Bachelor’s degree or equivalent combination of education and/or work experience required.
• At least five years of Executive level administrative support

Benefits include but not limited to:

• Mileage reimbursement
• Contribution to 401 (k) retirement plan
• Health, vision, and dental insurance
• Tuition Reimbursement

Expected Hours of Work

The employee will be scheduled to work Monday – Friday: 7:30am – 4:00pm. Flexibility in work hours is required based on the needs of the President/CEO.