Executive Assistant

SCOPE OF POSITION   

The Executive Assistant serves as support for the President and Chief Executive Director as well as members of the Senior Leadership Team in achieving organization objectives and 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. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.  

Administrative Support   

• Serves as the support for the Senior Leadership Team, most directly the President and Chief Executive Director (CED) with responsibility for calendar management, meeting preparation, responding to emails on behalf of the President and CED, travel planning and more.   

• Act as a liaison and provide support to the Board of Directors  

• Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record Executive Committee and Board of Directors meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.  

• Complete a broad variety of administrative tasks that facilitate the President and CED ability to effectively lead the organization, including:  

• Assist with special projects; design and produce complex documents, reports, and presentations; collect and prepare information for meetings with staff and outside parties; compose and prepare correspondence; maintain contact lists; and complete various reports.  

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the President and CED, including those of a highly confidential or critical nature.  

• Prioritize and determine appropriate course of action, referral, or response, exercising judgment to reflect President and CED style and organization policy.  

• Work closely with the President and CED to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense for the issues taking place in the environment and keeping the President and CED updated. Anticipate the President and CED 's needs in advance of meetings, conferences, etc.  

• Coordinate meetings and retreats and assist with staff meetings and events as needed.  

• Provide a bridge for smooth communication between the President and CED and staff, demonstrate leadership to maintain credibility, trust, and support with the Senior Leadership Team. Complete projects by assigning work to appropriate staff, including the Senior Leadership Team, on behalf of the President and CED.  

• Coordinate the President and CED’s outreach activities. Follow up on contacts made by the President and CED to cultivate ongoing relationships.  

• Manage schedule of CEO/President, including scheduling meetings and communicating travel arrangements  

• Review and prepare objectives and agendas for President and CED led meetings  

• Gatekeeping and monitoring the flow of multi-platform communications to and from the office of the President and CED  

• Manage special projects as assigned by the CEO/President  

• Performs other duties as assigned   

Business Operations   

• Manages postal/shipping operations including overseeing incoming/outgoing parcels/mail (USPS, FedEx, UPS). Ensures incoming packages are appropriately distributed.    

• Generate and upload reports for various outside groups including, but not limited to Purina, Shelter Animals Count, and Million Cat Challenge.  

• Help enter donor data and funds info donor CRM (Bloomerang, Blackbaud, Raiser’s Edge)  

Physical Requirements and Work Environment   

• Regularly sits at a computer station and operates electronic equipment.   

• May be exposed to animals/animal allergens and zoonotic diseases under conditions with limited alternatives available.   

• Must be able to deal with an often fast-paced and changing workload which at times can be stressful.   

• May occasionally have to handle animals (dogs and cats).     

Knowledge, Skills and Abilities   

• Demonstrated proficiency in Microsoft Office365, especially Teams, Word, PowerPoint and Excel.   

• Demonstrated proficiency in Microsoft Outlook  

• Knowledge of CRM platforms and shelter management software (Raiser’s Edge) a plus.   

• Bachelor's degree is preferred, but professional experience and certifications may be substituted for education.  

• Communicate clearly and concisely, both orally and in writing. 

Salary : $40 - $50