Executive Assistant To Ceo

Description:

This position provides confidential, high-level executive and administrative support to the CEO. Duties performed are confidential in nature and must be carried out with a high degree of professionalism and flexibility, with the ability to exercise sound judgment.

Advanced project management, attention to detail, and organizational skills are critical to this position. This is a hybrid position, with most work being done virtually; however, the position may require you to be in the office occasionally and as needed.

Requirements:

CEO Support

• Coordinates CEO travel.
• Manages the creation of agendas, itineraries, directions and speaker notes to the CEO for meetings, appointments, and speaking engagements.
• Processes, submits, and tracks expenses, reimbursements, and invoices for the Executive Office.
• Monitors CEO expenses and mileage and submits requests for reimbursement as needed.
• Coordinates all physical arrangements, meeting materials, catering, and IT tests to ensure equipment is functional for all CEO meetings, including Executive Team meetings.
• Manages logistics for the CEO, including but not limited to maintaining appointment schedule by planning and scheduling meetings, appointments, and speaking engagements. Proactively resolves calendar conflicts as they arise.
• Completes reconciliation of the CEO’s business credit card in a timely manner.
• Leads, develops, and facilitates monthly administrative team meetings.
• Prepares expense reports of the CEO’s credit card expenditures for Board Treasurer approval on a quarterly basis.
• Provides presentation support, including but not limited to developing and editing presentations using PowerPoint, Google Slides, and other mediums.

Board Support

• Assists the Director of Board, Executive, and Strategic Initiatives in coordinating Board and Committee functions to ensure maximum efficacy, productivity, and high performance for the Board and committees.
• Schedules meetings and conference calls as requested. Coordinates all physical arrangements, meeting materials, catering, and IT tests to ensure equipment is complete and functional for Board, committee, staff, and other meetings.
• Coordinates Board member travel as needed.
• Effectively manages multifaceted department logistics and calendars for meetings and conferences, including travel and catering.

Internal Communications

• Drafts messages, speeches, and talking points in the voice of the CEO.
• Creates and distributes monthly internal staff newsletter in conjunction with the Communications Team.
• Manages internal staff communications on behalf of the Executive Office.

General Administrative Duties

• Assists CEO and Director of Board, Executive, and Strategic Initiatives with special projects and other job functions as assigned.
• Collects and maintains official agency records, Board materials and PPFA materials in compliance with Federation requirements.
• Composes and finalizes complex correspondence, legal documents, meeting minutes, reports and other-format documents, using experience and judgment to determine what should be included in each document.
• Prepares and mails correspondence such as memos, letters, and invitations sent from the Executive Office—reviews and edits written material as requested.
• Participate in various affiliate and Federation committees as needed and or desired.
• Manages and fields incoming calls.

Qualifications:

• Ability to recognize and respond to problems with potential solutions in a highly professional, confidential and sensitive manner.
• Committed to the mission and vision of PPMW.
• Excellent analytical and problem-solving skills with sharp attention to detail and the ability to meet critical deadlines.
• Experience managing multiple assignments, projects, deadlines, and conflicting priorities in a fast-paced environment.
• High proficiency in Google Suite, including Google Docs, Sheets, and Slides.
• Prior experience supporting executive staff in a diverse office environment is required.
• Must be able to ensure confidentiality of all Executive information and documents.
• Proficiency in database management and multi-line phone systems.
• Ability to prioritize daily, weekly and monthly concurrent projects and to meet deadlines.
• Ability to effectively work independently with a willingness to accept direction as needed.
• Excellent interpersonal relationship skills. Must be able to maintain positive relationships with staff, board members, donors, community leaders, and elected officials.
• Bachelor’s degree + minimum two years relevant experience, or: 5+ years minimum of relevant experience.
• Ability to work flexibly with a dynamic, fast-moving team and adapt to quickly changing priorities and ambiguous situations.
• Excellent verbal and written communication skills; excellent proofreading skills.
• Ability to maintain organizational files and daily projects in a systematic manner.