Description

Executive Assistant to the CEO

Job Description

Organization Overview

The Children’s Defense Fund (CDF) Leave No Child Behind® mission is to ensure every child a Healthy Start, a Head Start, a Fair Start, a Safe Start and a Moral Start in life and successful passage to adulthood with the help of caring families and communities. CDF provides a strong, effective and independent voice for all the children of America who cannot vote, lobby or speak for themselves. We pay particular attention to the needs of poor children, children of color and those with disabilities. CDF educates the nation about the needs of children and encourages preventive investments before they get sick, drop out of school, get into trouble or suffer family breakdown. CDF began in 1973 and is a private, nonprofit organization supported by individual donations, foundation, corporate and government grants.

Position Summary

The primary responsibility of this full-time position is providing executive support to the President and Chief Executive Officer. The Executive Assistant communicates on behalf of the CEO, which may include composing written correspondence and/or live interactions. The secondary responsibility is managing routine operational processes for the Executive Office of the Children’s Defense Fund. Duties include meeting and material preparation with the chief executive, scheduling, coordinating travel, managing support services and Executive Office operations (i.e. flow of correspondence, filing, vendors, requisition of supplies). The position assures effectiveness of Executive Office operations by evaluating procedures to devise and implement efficiencies of workflow.

Responsibilities

• Assist chief executive with research and material preparation for meetings;
• Coordinate the calendar and correspondence of the chief executive, scheduling meetings, conferences, teleconferences and travel. Prioritize appropriately and ensure the schedule is respected and followed.;
• Manage detailed travel plans, itineraries and agendas;
• Serve as a liaison for board and committee meetings including scheduling, travel and appropriate materials are received in advance for the CEO's review;
• Record meetings and actions of the Board of Directors and Executive Committee;
• Manage the day-to-day Executive Office operations;
• Oversee systematic retention, protection, retrieval, transfer, and disposal of records; and
• Manage speaking requests and engagements to provide timely responses.

Qualifications

Education and/or Experience

• A minimum of five (5) years of experience in an administrative assistant role to a C-level executive. A minimum of a high school diploma; a bachelor's degree is preferred. Years of education may be considered for experience.
• Proficiency in MS Office suite
• Solid planning and organizational skills
• Well-developed interpersonal and communication skills
• Highly professional deportment and presentation
• Ability to operate office machines/equipment
• Ability to negotiate effectively
• Ability to lift up to 10 lbs.

Competencies

•  A well-organized individual with high ethical standards
•  Attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines.
•  High level of interpersonal skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy.
•  A self-directed individual who is an independent thinker and a team player
•  Knowledge of office administrative procedures and operation of standard office equipment
•  Analytical ability is required to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work.

Personal Characteristics

• Orientation to servant leadership
• Ability to serve as an advocate and exemplar for the values and mission of the Children’s Defense Fund
• Demonstrated strong relational skills

Type of work environment associated with the job-indoor, office setting

Additional Comments

The Children’s Defense Fund is an Equal Opportunity Employer.

Note: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee.