Job Description

Department: Finance and Administration

Reports To: Chief of Staff

FLSA Status: Exempt

Supervises Others: No

GENERAL PURPOSE OF JOB:

Reporting directly to the Chief of Staff, the Executive Administrative Assistant supports the day-to-day operations of the Chief Operating Officer’s office and serves as a primary point of contact for internal and external stakeholders. The Executive Assistant serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive and board meetings; and oversees special projects. The Executive Assistant also works independently on projects, from conception to completion, and handles a wide variety of activities and confidential matters with the highest degree of discretion.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Facilitates the day-to-day operations of the executive office, including managing a dynamic meeting schedule, making travel arrangements, maintaining up to date contact lists, and managing online and print media subscriptions
• Coordinates and accurately maintains a complex calendar, proactively addresses potential scheduling conflicts and helps prioritize demands on the COO’s time
• Plans and organizes meetings; prepares and distributes agendas and materials and makes logistical arrangements for monthly board meetings
• Coordinates materials for COO’S commitments, meetings and travel requirements
• Researches, gathers and creates high-quality written documents and presentation materials
• Helps update social media platforms; provides logistical and technical support for remote conferences and productivity tools such as Evernote
• Takes accurate notes from COO for use in implementing projects or creating correspondence.
• Prepares correspondence, reports and materials for signature and distribution
• Coordinates some executive functions with other departments and regional offices
• Supports Board of Directors and administrative and special projects requirements as needed
• Provides event support as needed (may require some evenings and weekends)

OTHER RESPONSIBILITIES:

• Analyzes assigned tasks, resources and workflow processes to prioritize projects and determine best way of meeting deadlines and requirements
• Maintains highest degree of confidentiality in all matters
• Communicates well with staff, volunteers, donors and other stakeholders; builds relationships across the entire organization
• Facilitates communication among internal and external stakeholders, informs relevant parties of projects, meetings and deadlines originating from the COO’s office

EDUCATION AND QUALIFICATIONS:

• Bachelor’s Degree
• Administrative experience in a business or non-profit setting preferred
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Ability to multi-task and meet deadlines while maintaining poise and professionalism
• Commitment our vision and mission and to achieve the organization’s goals
• Ability to work independently while exercising judgement to solicit input and support as needed
• Strong interpersonal skills and the ability to communicate well with staff, board members, school partners, donors and other stakeholders
• Desire to build positive rapport with a wide variety of stakeholders while representing our values
• Tech and social media savvy
• Good judgement, professional, highest level of confidentiality, ability to appropriately direct requests

COMPUTER & EQUIPMENT SKILLS:

• Proficient in all MS Office software products Outlook (including calendaring functions)
• Does this job have any special vision requirements? Check all that apply.
• Close vision (clear vision at 20 inches or less) - Viewing Computer Screen

ADDITIONAL INFORMATION:

• May be required to work organization’s events and meetings in the evening or on the weekend
• May travel locally on behalf of the organization

Company Description

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