Executive Assistant to CEO

$75,000 - $85,000/Yr

Lifetime Assistance - Rochester, NY

Full-time - Mid Level

Rochester, NY

Social Assistance

About the position

Lifetime Assistance is seeking a highly organized and proactive Executive Administrative Assistant to the CEO. This role is crucial in providing comprehensive administrative support to the CEO, ensuring smooth and efficient operation of the Executive Office. The Executive Assistant will manage a wide range of responsibilities, including managing the CEO's schedule, coordinating meetings, handling communications, and supporting strategic initiatives.

Responsibilities

• Manage and maintain the CEO's calendar, including scheduling and coordinating meetings.
• Prepare and edit correspondence, reports, presentations, and other documents as needed.
• Handle incoming calls, emails, and other communications on behalf of the CEO, prioritizing and responding as appropriate.
• Process purchase orders, timesheets, mileage, and expense reports.
• Organize and coordinate executive and board meetings, including preparing agendas, distributing materials, and taking minutes.
• Ensure all necessary materials are prepared and available for meetings.
• Follow up on action items from meetings to ensure timely completion.
• Plan and organize fundraising events, executive/board holiday events, conferences, and other executive events.
• Assist in the planning and execution of special projects and initiatives led by the CEO.
• Conduct research, gather data, and prepare reports to support the CEO's decision-making process.
• Monitor and follow up on project timelines and deliverables.
• Act as a point of contact between the CEO and internal/external stakeholders, including board of directors and executive committees.
• Maintain confidentiality and exercise discretion in handling sensitive information.
• Foster positive relationships with key stakeholders, including board members, senior executives, and external partners.
• Assist in the creation and distribution of internal and external communications, including newsletters, press releases, and announcements.
• Manage and update company website content, ensuring accuracy and timely posting of information.
• Draft, schedule, and post engaging content on social media platforms to promote company initiatives and events.
• Ensure the executive office operates efficiently and effectively, managing office supplies, equipment, copiers and facilities.
• Maintain organized and up-to-date filing systems and records.

Requirements

• Bachelor's degree in Business Administration, Management, or a related field.
• Minimum of 6 years of experience as an Executive Assistant or in a similar role, supporting C-level executives.
• Extraordinary interpersonal, written, and verbal communication skills.
• Exceptional organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
• Excellent problem-solving skills with the ability to think critically and strategically.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Teams, and other relevant software.
• Ability to handle sensitive and confidential information with integrity and discretion.
• Excellent interpersonal skills and the ability to build positive relationships with stakeholders at all levels.
• Minimum 3-5 years of direct experience supporting boards of directors.
• Proven ability to coordinate and schedule board meetings, prepare meeting agendas, minutes, and ensure materials are distributed in advance.
• Strong communication with experience acting as the primary liaison between board members and the executive team.

Nice-to-haves

• Experience in the non-profit sector or social services industry.
• Project management certification or experience.
• Fundraising experience.
• Notary Public.

Benefits

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Tuition reimbursement
• Vision insurance