Executive Assistant

$39,520 - $39,520/Yr

Virginia Voice

Part-time - Mid Level

Religious, Grantmaking, Civic, Professional, and Similar Organizations

About the position

We are seeking a highly organized and detail-oriented Executive Assistant who will provide executive-level administrative and strategic support to the Chief Executive Officer to help advance the Virginia Voice mission. This role is crucial in ensuring that the CEO can effectively lead the organization by managing a variety of tasks that facilitate smooth operations and communication. The Executive Assistant will be responsible for sophisticated calendar management, prioritizing inquiries and requests, and troubleshooting conflicts to ensure the CEO's day-to-day engagements run smoothly. In addition to calendar management, the Executive Assistant will liaise with the Leadership team and community stakeholders, preparing necessary documents and supplies for various engagements, including meetings, grant proposals, and official documents. The role also involves managing telephone and email communications promptly, assisting in onboarding new personnel, and maintaining records of existing personnel. The Executive Assistant will play a key role in producing fundraising communications and materials in coordination with the CEO and will assist in preparing for quarterly board meetings, providing support to the Board of Directors as needed. The position requires completing a broad variety of administrative tasks that facilitate the CEO's ability to lead effectively. The Executive Assistant will serve as the primary point of contact for internal and external constituencies regarding matters pertaining to the CEO, keeping the CEO informed of upcoming commitments and responsibilities, and anticipating their needs in advance of meetings and conferences. Coordination of team meetings, retreats, and outreach activities will also be part of the responsibilities, along with other duties and projects as assigned.

Responsibilities

• Provide sophisticated calendar management for the CEO, prioritizing inquiries and requests while troubleshooting conflicts.
• Liaise with the Leadership team and stakeholders in the community.
• Prepare documents and supplies for speaking engagements, meetings, grant proposals, RFPs, and other official proposals and documents.
• Manage telephone and email communications in a timely manner.
• Assist in the onboarding of new personnel and maintain records of existing personnel.
• Assist in the timely production of fundraising communications and materials in coordination with the CEO.
• Assist in the preparation for quarterly board meetings and provide support to the Board of Directors when requested.
• Arrange and handle logistics for Board meetings and events.
• Complete a broad variety of administrative tasks that facilitate the CEO's ability to effectively lead the organization.
• Serve as the primary point of contact for internal and external constituencies on matters pertaining to the CEO.
• Work closely with the CEO to keep them informed of upcoming commitments and responsibilities.
• Anticipate the CEO's needs in advance of meetings, conferences, etc.
• Coordinate Team meetings and retreats and assist with staff meetings, outreach activities, and events as needed.
• Other duties and projects as assigned.

Requirements

• Significant executive support experience working with C-level executives.
• Nonprofit board experience is highly preferred.
• Excellent written and verbal communication skills.
• Exemplary organizational skills and mastery of multitasking ability to complete a wide variety of tasks.
• Flexibility and willingness to adjust to new tasks.
• Strong interpersonal skills to interact professionally with stakeholders, with a diversity, equity, and inclusion lens.
• Leadership and problem-solving skills; technical proficiency preferred.
• Exceptional organizational skills and impeccable attention to detail.
• High degree of professionalism and sensitivity in interfacing with diverse groups of people living with the loss of vision and other disabilities.
• Expert proficiency with Microsoft Office and desktop publishing software.
• Ability to react with appropriate levels of urgency while maintaining a high level of integrity with excellent judgment and adherence to established timelines and deadlines.

Nice-to-haves

• Experience in a nonprofit organization.
• Familiarity with fundraising communications and materials production.

Benefits

• Paid time off