Executive Assistant

JOB SUMMARY

The Executive Assistant provides multi-faceted administrative support and assistance ensuring efficient operation of the executive office. Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people. The Executive Assistant manages the executive's schedule, meeting preparations, follow-up tasks, and complex travel arrangements. Conducts research and information gathering on behalf of the executives and prepares summaries and reports. Additionally, the Executive Assistant develops positive and strategic relationships at all levels of the organization. Uses discretion, judgement, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality.

KEY RESPONSIBILITIES

• Provide sophisticated calendar management for Executive Team
• Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements
• Act as a liaison and provide support to the Board of Directors and internal/external stakeholders
• Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes
• Complete a broad variety of administrative tasks that facilitate the Executive Teams ability to effectively lead the organization, including assisting with special projects
• Design and produce complex documents, reports and presentations
• Collect and prepare information for meetings with staff and outside parties
• Maintain all contact information internal/external stakeholders
• Schedule travel arrangements and complete expense and mileage reports
• Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect the Executive Team style and organization policy
• Work closely with the leadership team to keep them well informed of upcoming commitments and responsibilities, following up appropriately
• Anticipate the needs in advance of meetings, conferences, etc.
• Coordinate all team meetings and retreats and assist with staff meetings and events as needed
• Provide hospitality to all guests and help to create a welcoming environment
• Other projects/duties as assigned for the overall benefit of the organization

ROLE QUALIFICATIONS

EDUCATION & EXPERIENCE

• Bachelor’s degree in Business Administration, Communications, or related field
• At least 5 years of significant executive support experience, including supporting C-level executives
• Advanced proficiency with Microsoft Office, collaboration tools (outlook, Teams), and expense and travel platforms
• Exceptional written and verbal communication and professional email and document drafting
• Strong judgment, discretion, and emotional intelligence
• Highly organized, detail-oriented, and proactive
• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, and staff
• Ability to make appropriate, informed decisions regarding priorities and available time
• High level of integrity and discretion in handling confidential information

PREFERRED

• Certified Administrative Professional (CAP)
• Project Management Professional (PMP)

KEY COMPETENCIES

• Results-Oriented:  ability to plan, schedule and organize professional schedule to achieve strategic goals within or ahead of established time frames
• Adaptability to Change:  ability to be flexible and supportive, react swiftly to and able to positively and proactively assimilate change in rapid growth environment
• Interpersonal Communication:  ability to choose a communication behavior that is both appropriate and effective for a given situation; the ability to understand and manage your own emotions, as well as recognize and influence the emotions of others
• Team Orientation and Collaboration:  ability to successfully build and maintain collaborative relationships to work effectively together as a team through shared responsibility, respect, and empathy to complete a shared goal for a common good
• Accountability:  ability to act with a clear sense of ownership; takes personal responsibility for decisions, actions, deliverables, and failures; establishes clear responsibilities and processes for monitoring work and measuring results; embraces experimentation, creativity, and positive change

• Cultural Competence:  ability to understand and respect values, attitudes, beliefs, and mores of the member that differ across cultures, and to consider and respond appropriately to these differences in planning, implementing, and evaluating health programs and interventions

WORKING CONDITIONS/EQUIPMENT USE

• Work is performed indoors in a typical office environment - not substantially exposed to adverse environmental conditions.
• Must be able to lift up to fifteen (15) pounds
• Frequent use of office machines to include telephone, computer, and printer