About the position
The Executive Assistant provides administrative support for the Office of the President, which includes the President & CEO, Chief Operating Officer, Chief of Staff and other executives (referred to as "executives" in the following description). The Executive Assistant must be creative and enjoy working within a fast-paced environment that is results-driven. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the executive's needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Leadership Team, Board of Directors, and key donors. To perform this job successfully, the individual is expected to handle highly sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion.
Responsibilities
- Maintains the appointment schedules and itineraries of the executives by planning and scheduling meetings, conferences, teleconferences and travel arrangements.
- Schedules departmental meetings; assist in the preparation and distribution of meeting agendas and materials, when appropriate.
- Monitors and screens incoming telephone calls, takes messages and returns calls as requested.
- Prepares, reconciles and submits expense reports and process invoices for executives.
- Checks records, forms and reports for completeness, accuracy of content, proper endorsement and conformance to policies/procedures; corrects minor discrepancies and errors independently and bring to the attention of the appropriate supervisor.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Contributes to administrative team efforts by accomplishing related results and collaborating on initiatives.
- Assist in the development of presentations for internal and external audiences.
- Bring priority matters of attention of the Deputy Chief of Staff; redirect matters to the appropriate individual or handle matters personally, as appropriate.
- Keep the Deputy Chief of Staff advised of time-sensitive and priority issues, ensuring appropriate follow-up.
- Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.
- Compose and prepare letters relating to routine correspondence for the executives signature.
- Maintain paper and electronic filing systems.
- Maintain confidential and sensitive information.
- Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
- Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda material, when needed.
- Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
- Orders supplies, maintains inventory and requests equipment maintenance and technical support.
- Acts as back up to other Executive Assistant's in the Office of the President.
- Performs other duties as assigned.
Requirements
- Minimum of five years proven experience working at the C-Suite level.
- A bachelor's degree is preferred.
- Exceptional writing, editing and proofreading skills.
- Excellent organization and time-management skills.
- Demonstrated proficiency in O365, Blackbaud, Concur and ADP.
Nice-to-haves
- Prior experience in the financial services industry or with a technology team.
- Detail-oriented self-starter.
- Energetic and eager to tackle new projects and ideas.
- Comfortable interacting with high-level executives.
- A team player capable of cultivating productive working relationships across the organization.
- Resourceful, can-do attitude.
- Thrives in a fast-paced environment.
- Remains professional under pressure.
Benefits
- Medical, Dental & Vision
- Vacation, Sick & Personal Leave
- Life Insurance (Basic & Optional)
- Flex Spending Accounts
- 403(b) Retirement Account
- Holiday Savings Plan
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