Executive Assistant to the CEO

POSITION SUMMARY:

The Executive Assistant provides high-level administrative and organizational support to the Chief Executive Officer (CEO) in managing the organization's daily operations, strategic initiatives, and board relations. This role requires strong communication skills, attention to detail, and the ability to manage multiple tasks efficiently in a fast-paced environment.

MAJOR RESPONSIBILITIES:

Executive Support:

• Serve as the primary point of contact for the Chief Executive Officer, managing their calendar, schedule, and appointments.
• Coordinate travel arrangements, meetings, and events for the CEO, including domestic and international trips.
• Prepare materials for meetings, including agendas, presentations, and reports.
• Attend meetings with or on behalf of the CEO, take meeting minutes, and track action items and follow-ups.

Communication Management:

• Act as a liaison between the CEO and internal/external stakeholders, including staff, board members, donors, and partners.
• Draft, proofread, and send communications on behalf of the CEO, such as emails, letters, and memos.
• Handle confidential information with discretion and professionalism.

Office and Project Support:

• Assist in the planning and coordinating of special projects and initiatives as directed by the CEO.
• Organize and maintain filing systems, both physical and digital, to ensure easy access to important documents and records.
• Support CEO in managing budgets, financial reports, and other administrative tasks related to operations and funding.
• Assist in the preparation of board packets and follow up on board action items.
• Maintain board member contact information and assist in organizing board retreats or events.

Donor and Stakeholder Relations:

• Manage and maintain relationships with key donors, sponsors, and stakeholders.
• Assist in preparing reports, proposals, and correspondence for fundraising efforts and donor engagement.
• Help coordinate fundraising events or activities as needed.
• General Administrative Support:
• Handle general office duties such as managing supplies, equipment, and services.
• Provide administrative support to other departments or staff as needed.
• Assist in preparing reports, presentations, and other documents for the CEO.

KNOWLEDGE, SKILLS AND ABILITIES - GENERAL PERFORMANCE:

• Excellent computer skills, people skills, and ability to communicate effectively.
• Ability to handle multiple priorities, prioritize, and complete tasks timely.
• Detail-oriented with strong organizational skills.
• Ability to establish and maintain effective and courteous relationships with other employees, vendors, other business contacts, and residents.
• Ability to produce work that consistently meets quality requirements of accuracy, thoroughness, and effectiveness.
• Ability to process and maintain sensitive personal and corporate information discreetly and confidentially.
• Must be able to work after hours when important deadlines must be met.

EDUCATION AND EXPERIENCE REQUIRED:

• Associate's degree in business administration preferred.
• High School Diploma or GED required
• Minimum of one year of experience in administration or office management.
• Proficient in Microsoft Office, especially Microsoft Word and Excel.
• A State-issued Class “C” driver’s license is required.

PHYSICAL AND MENTAL REQUIREMENTS:

• Largely a sedentary role.
• Ability to lift files, open filing cabinets and bend or stoop as necessary.
• Ability to lift office products and supplies, up to 30 pounds.
• Ability to see details at close range.
• The mental work demands regular attendance, working well with others, verbal contact with others, noise and occasional travel by conventional means including motor vehicle and the like within Prospera’s region and other locations as required.

EEOC Statement

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.