Reporting directly to the President and CEO, the Executive Assistant is a valuable strategic partner in helping the President and CEO achieve the organization’s strategic objectives. The Executive Assistant provides support in a one-on-one working relationship with the President and CEO and serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President and CEO. The Executive Assistant also serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working in a mission-driven, results-focused, and community-oriented environment. The ideal individual will have the ability to exercise good judgment in a variety of situations, with excellent written and verbal communication skills, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Primary Responsibilities

· Completes a broad variety of administrative tasks for the President and CEO, including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.

· Plans, coordinates, and supports the President and CEO's schedule.

· Creates win-win situations for direct access to the President and CEO's time.

· Communicates directly and on behalf of the President and CEO with Board members, donors, and others on matters related to the President and CEO's programmatic and strategic initiatives.

· Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President and CEO, including those of a sensitive or confidential nature. Determines appropriate courses of action, referral, or response.

· Provides a bridge for smooth communication between the office of the President and CEO and internal departments; demonstrating leadership to maintain credibility, trust, and support with organizational staff.

· Works closely and effectively with the President and CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place and keeping the President updated.

· Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the President and CEO, some of which may have significant organizational impact.

· Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President and CEO's ability to effectively lead the organization.

· Prioritizes conflicting needs; handles matters expeditiously and proactively, and follows-through on projects to successful completion, often with deadline pressures.

· Represents the President and CEO by welcoming visitors, reviewing correspondence; arranging company lunches and dinners and other organizational functions; answering questions and meeting requests directed to the President and CEO.

· Coordinates executive outreach and the cultivation of external relationships.

· Acts as a liaison with senior management teams, Board members, and other executive leaders on behalf of the President and CEO.

· Stands in for the President and CEO at meetings and conferences.

· Completes projects and special assignments by establishing objectives; determining priorities; managing time; gaining cooperation of others; monitoring progress; problem-solving; and making adjustments to plans.

· Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; and participating in professional organizations.

· Improves quality results by studying, evaluating, and re-designing processes and implementing changes.

Board Support and Liaison

· Serves as the President's administrative liaison to the Board of Directors.

· Maintains discretion and confidentiality in relationships with all board members.

· Adheres to compliance with applicable rules and regulations set in bylaws regarding Board and Board committee matters, including advance distribution of materials before meetings in electronic/paper format.

· Prepares and keeps records of Board and organizational documents, including Board agendas and records; takes minutes at Board meetings; and manages the Board portal.

Senior Management Liaison

· Participates as an adjunct member of Executive Staff, including assisting in scheduling meetings and attending all meetings.

· Assists in coordinating the agenda of Executive Staff meetings, takes and distributes meeting notes, and prepares agendas for all-staff meetings and open forums

Strategic Initiatives

· Works with the Strategic Support Team in coordinating the President and CEO's outreach activities and in supporting the President and CEO’s strategic agenda.

· Follows up on contacts made by the President and CEO and supports the cultivation of ongoing relationships.

Knowledge, Skills, and Abilities:

· Travel logistics, scheduling, informing others, presentation skills, self-confidence, meeting management, client relationships, and process improvement skills.

· Empathy, critical thinking, and a desire to understand others.

· Keen business acumen to prioritize the essentials to optimize demands on the President and CEO’s time.

· Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

· Very strong people skills and the ability to build relationships with stakeholders, including staff, Board members, external partners, and donors.

· Expert-level written and verbal communication skills.

· Demonstrated proactive approaches to problem-solving with strong decision-making capability.

· High emotional intelligence and maturity.

· Highly resourceful team-player, with the ability to also be extremely effective independently.

· Proven ability to manage confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.

· Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.

· Forward-looking thinker, who actively seeks opportunities and proposes solutions.

Education and Experience Requirements

· Bachelor's degree a plus but not required.

· Strong work tenure, with 3 to 5 years of programmatic, support, or executive-level experience, preferably in a non-profit organization.

· Experience and interest in internal and external communications, partnership development.

· Event-planning and fundraising support experience a plus.

· Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point) and Social Media web platforms.

· Bilingual English/Spanish a plus.

Physical Environment

· Primarily an office environment.

· Travel throughout the state required with the possibility of occasional national and international travel.

· Occasional exposure to extreme temperatures through trips to the warehouse or assignments located outside the building.

· Extensive computer operation with repeated finger motions.

· Filing and minimal lifting (5-15 pounds)