Volt - Montgomery, AL

posted 3 months ago

Full-time - Entry Level
Montgomery, AL
Administrative and Support Services

About the position

Volt is seeking an Executive Administrative Assistant to support the CEO/President in a dynamic and fast-paced environment. This role is crucial in ensuring smooth communication between the President and CEO's office and various internal departments, demonstrating leadership and maintaining credibility and trust with senior management staff. The Executive Assistant will work closely with the President and CEO to keep them well-informed of ongoing commitments and responsibilities, following up appropriately on various tasks and projects. The Executive Assistant will act as a 'barometer' for the organization, having a keen sense of the issues taking place in the environment and keeping the President updated on relevant matters. This includes completing critical aspects of deliverables with a hands-on approach, such as drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the President/CEO's ability to lead effectively. The role requires prioritizing conflicting needs, handling matters expeditiously, and following through on projects to successful completion, often under deadline pressures. In addition, the Executive Assistant will communicate directly, and on behalf of the President and CEO, with Board members, donors, Foundation staff, and others regarding programmatic initiatives. The position also involves researching, prioritizing, and following up on issues and concerns addressed to the President/CEO, including those of a sensitive or confidential nature. The Executive Assistant will edit and complete first drafts for written communications to external stakeholders and serve as a backup project manager with the corporate strategy team, coordinating timelines and milestones for activities, meetings, and presentations involving Strategic Initiatives. This is a full-time opportunity, initially a 12-month temporary position with strong potential to transition to a permanent role for the right candidate. The working hours are Monday to Friday, from 8 AM to 5 PM, with a hybrid work model requiring three days onsite and two days remote.

Responsibilities

  • Support the CEO / President with all administrative duties.
  • Provide a bridge for smooth communication between the President and CEO's office and internal departments.
  • Work closely with the President and CEO to keep them informed of ongoing commitments and responsibilities.
  • Act as a 'barometer' for the organization, keeping the President updated on relevant issues.
  • Complete critical aspects of deliverables, including drafting acknowledgment letters and personal correspondence.
  • Prioritize conflicting needs and handle matters expeditiously, following through on projects to successful completion.
  • Communicate directly, on behalf of the President and CEO, with Board members, donors, and Foundation staff.
  • Research, prioritize, and follow up on issues and concerns addressed to the President/CEO.
  • Edit and complete first drafts for written communications to external stakeholders.
  • Serve as a backup project manager with the corporate strategy team, coordinating timelines and milestones.
  • Assist in coordinating the agenda of senior management team meetings and off-sites.
  • Facilitate cross-divisional coordination of travel and outreach plans.

Requirements

  • 3 - 5 years of experience as a C-level executive assistant.
  • Proficient in Microsoft Word, Excel, PowerPoint, Outlook, Autoway, and AS400.
  • Excellent oral and written communication skills.
  • Organized and detail-oriented.
  • Ability to work with a variety of personalities.

Benefits

  • Health insurance
  • Dental insurance
  • Vision insurance
  • Term life insurance
  • Short-term disability
  • Accidental death and dismemberment (AD&D) insurance
  • 401(k) plan
  • Sick time
  • Employee Assistance Program (EAP)
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