Job Description
Job Description
Benefits :
THIS POSITION IS A INDEPENDENT CONTRACT TO PERM, UP TO 30 HOURS / WEEK
Position Overview :
The Executive Assistant reports directly to the CEO, providing high-level support while acting as the primary contact for internal and external stakeholders. Key responsibilities include liaising with the board of directors, managing executive outreach and external relations, and overseeing special CEO-driven projects. This role suits someone who thrives in a mission-driven, fast-paced environment and demonstrates strong creativity, sound judgment, and excellent communication, organizational, and multitasking skills. The Executive Assistant will independently manage projects and handle confidential matters with discretion under pressure.
Primary Duties and Responsibilities :
Executive Support
Manage an extremely active calendar of appointments for the CEO, ensuring smooth coordination and timely execution.Prepare and handle confidential correspondence on behalf of the CEO.Arrange intricate travel plans, including itineraries and agendas, and compiling documents for travel-related meetings.Serve as a gatekeeper; plan, coordinate and ensure the CEOs schedule is followed and respected,Managing access to the CEO and facilitating effective communication, ensuring smooth communication between CEO and internal departments, demonstrating leadership to maintain credibility, trust and support with staff.Communicate directly, and on behalf of the CEO, with board members, donors, staff, and others, on matters related to the CEO.Research, prioritize, and follow-up on arising issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determining appropriate course of action, referral or response.Work closely and effectively with the CEO to keep them informed of upcoming commitments and responsibilities, following up appropriately.Successfully complete critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the CEOs ability to effectively lead the organization.Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.Assist with management of the CEOs social media accounts.Assist in other administrative tasks as instructed.Board Support and Liaison
Act as the administrative liaison between the CEO and the IDA board of directors.Assist board members with travel arrangements and maintain confidentiality in board relationships.Ensure compliance with bylaws regarding board matters and the distribution of meeting materials; including advance distribution of materials before meetings in electronic format.Communications | Partnerships | Outreach
Keep the CEOs bio updated and respond to inquiries pertaining to the organization.Edit and draft written communications for external stakeholdersCreate acknowledgement letters and correspondence to key stakeholders including high-level donors.Coordinate the CEOs outreach activities and cultivate ongoing relationships with key contacts.Strategic Initiatives
Collaborate with internal teams to ensure the strategic vision of the organization and the CEOs outreach efforts are met.Collaborate with the CEO on grant and foundation proposals and funding projects.Follow up on contacts made by the CEO to foster continued engagement.Support the development and execution of strategic initiatives that align with the organization's goals.Experience, Skills and Additional Requirements :
Exceptional organizational skills with the ability to prioritize multiple tasks effectively with excellent attention to detail.Strong interpersonal skills for building relationships with stakeholders.Excellent written and verbal communication abilities.Proactive problem-solving skills and decision-making capability.Emotional maturity and discretion in handling confidential information.Resourceful team player who can also work independently.Ability to thrive in a fast-paced environment and meet deadlines consistently.Forward-thinking mindset with a proactive approach to identifying opportunities and proposing solutions.Education and Experience Requirements
Bachelor's degree preferred.5-10 years of experience supporting C-Level Executives, ideally in a nonprofit setting.Interest and experience in internal and external communications, partnership development, and fundraising.Proficiency in Microsoft Office, Adobe Acrobat, and social media platforms.Flexible work from home options available.
