Executive Assistant To The Ceo

Job Summary:

The Executive Assistant will provide high-level administrative support to the CEO Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates meetings, executive outreach and external relations efforts, and oversees special projects. The Executive Assistant must be creative and able to provide support to both internal and external parties with a high level of professionalism and in a manner that reflects positively on the organization. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. Provide and lead support to both internal and external parties with a high level of professionalism and in a manner that reflects positively on the organization.

Supervisory Responsibilities:

• None.

Duties/Responsibilities:

Track the CEOs responsibilities and duties to ensure that time is effectively prioritized and goals achieved

• Anticipate and address problems
• Handle select matters expeditiously and proactively; follow-through to successful completion
• Track CEO commitments, goals, projects, tasks and deadlines
• Ensure items are effectively delegated, reprioritized, or addressed, navigating conflicting demands and time pressure
• Maintain the CEOs calendar; ensure time is allocated to the highest priorities
• Attend select meetings, take notes, capture action items, and ensure follow through

Represent the CEO in internal and external communications

• Draft and edit correspondence that is often sensitive and confidential
• Welcome the CEOs guests by greeting them, in person or on the phone; answering or directing inquiries.
• Manage sensitive matters with a high level of confidentiality and discretion especially decisions directly impacting the operations of the organization.
• Provide a bridge for smooth communication between the CEOs office and Board members, partners, staff, and others
• Ensure that all stakeholders feel good about their interactions with you and the office of the CEO

Manage administrative and logistical issues

• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects and other documents in support of objectives for the organization.
• Prepare expense reports
• Maintain a library of resources for the staff
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.
• Maintain the CEOs calendar and files
• Arrange complex and detailed travel plans, itineraries, and agendas

Support community, donor and partner relationship development

• Track relationship developments in software applications (e.g. adding contacts, creating accounts, updating notes)
• Conduct research and analysis on potential partners and donors
• Prepare and distribute correspondence
• Follow up on contacts made by the CEO; support the cultivation of ongoing relationships

Help key CEO meetings and teams board, Leadership Team to be effective

• Research and prepare select reports and materials
• Secure offsite locations and support travel logistics as needed
• Organize and maintain files and materials
• Ensure compliance with bylaws; prepare minutes
• Confirm that attendees will be present and complete preparatory work, such as agendas and committee reports

Perform other related duties as requested or responsibilities dictate.

Required Skills/Qualifications:

• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Excellent verbal and written communication skills.
• Ability to remain calm in high-pressure situations.
• Excellent organizational skills
• Excellent observational skills and attention to detail.
• Able to type a minimum of 50 words per minute.
• Excellent time management skills with a proven ability to meet deadlines.

Preferred Attributes:

• Demonstrate ability and temperament to work with sensitive information.
• Commitment to excellence - perform duties at the highest level possible on a consistent basis.
• Service focus - dedicated to meeting the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties.
• Team player - have team-oriented experience and approach.
• Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.
• Excellent communicator - able to interact with people of all levels in a confident, professional manner.
• Ability to think outside of the box with a sense of urgency.

Physical Requirements:

• Hours vary depending on needs of CEO
• Must be able to lift up to 15 pounds at times.
• Prolonged periods of sitting at a desk and working on a computer.