Executive Assistant

Job Details

POSITION TITLE:         Executive Assistant

STATUS:                            Exempt

  DEPARTMENT:              Administration

  REPORTS TO:             CEO

DATE:                                2/07/2025

SUMMARY:  

This role will coordinate and manage executive scheduling, prepare and organize important strategic materials and plans, and support board meetings and the preparation of board materials. This role serves as an extension of the CEO, managing schedules, assisting with projects, and critical business information to the CEO, ensuring meetings and materials are efficient and effective and serves as a trusted partner to deliver against the legal priorities of the business.

The dynamic nature of this role requires that the ideal candidate have exemplary time management skills, strong organizational skills, and the ability to identify and anticipate the needs of the organization. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Executive/Senior Leadership Teams, Board of Directors, EmBe Team Members, and the community. To perform this job successfully, the individual is expected to handle highly sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Ensure EmBe brand, mission, vision, and values are reflected in all interactions.
• Actively embrace a culture of empowerment and an attitude of honesty and mutual respect. Maintain professionalism, take responsibility for actions and mentor positive behaviors to both coworkers and external contacts. 
• Provide overall support to company CEO ensuring quality, efficiency and professionalism.
• Maintain the CEO’s calendar, including scheduling meetings, appointments, and community activities. Exercise discretion in committing time and evaluating needs.
• Support Board of Directors operations and customer service.
  • Maintain all board and committee member information, take minutes at board and board committee meetings, schedule meetings, send communications to keep board and committee members current.
  • Board Member Orientation – Schedule and prepare outline for visiting locations and staff. Maintain board orientation welcome binder.
  • Maintain board policy documentation.
  • Communicate new board member committee assignments.
  • Serve as an instrumental member of the team in building relationships with all Board and Committee Members.
• Collect and retain pertinent information for reports; create necessary processes for receiving information.
• File and retrieve corporate documents, records, and reports.
• Provide administrative support to development department including data entry of donor database records, receipting, reporting, correspondence, and fundraising events.

• Complete purchasing functions for office supplies.
• Work with the Executive Director of Programs and Operations on technology support including the maintenance and updating of phone systems, computers and email for the organization.
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
• Prioritize emails and respond, when necessary, on behalf of CEO
• Maintain various records and documents for company executive(s)
• Provide coordination, monitoring, and communication of projects and programs
• Determine priority of matters of attention for the CEO; redirect matters to team members to handle, or handle matters personally, as appropriate.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Complete a variety of special projects.
• Provide executive support to Senior Leadership Team.
• Other duties as assigned.

QUALIFICATIONS

• Previous executive administrative experience.
• Experience identifying and implementing processes and procedures to improve work efficiency. 
• Handle multiple projects simultaneously within established time constraints, without losing focus. 
• Strong computer skills; including Microsoft Office software.
• Strong oral and written communication skills
• Highly organized with a strong knowledge of administrative functions.
• Strong attention to detail.
• Ability to demonstrate strong critical thinking and problem-solving skills.
• Professional demeanor required with confidentiality and discretion.
• Capacity to handle tight deadlines and last-minute changes, adapt quickly while remaining flexible, without sacrificing detail. 
• Work professionally with customers and co-workers to efficiently serve our customers, treating both with enthusiasm and respect. 
• Demonstrate initiative to work independently and as a member of a team.

PHYSICAL DEMANDS

• Ability to see, speak, and hear.
• Frequent sitting and use of hands and fingers to handle, feel, or reach.
• Frequent standing and walking.
• Frequent lifting of up to 25 lbs.
• Occasional need to climb, balance, kneel or crouch.
• Vision abilities include distance and close vision

WORK ENVIRONMENT

• Work is primarily performed in an indoor office environment.
• Noise level is quiet.
• Volunteer participation supporting EmBe events is encouraged.

Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job.