Senior Executive Assistant to the CEO

SUMMARY

The Senior Executive Assistant to the CEO is instrumental in ensuring the seamless operation of the CEO’s office by managing priority projects, schedules, communications, and meetings. This role demands exceptional organizational skills, the ability to multitask in a dynamic environment, and strong interpersonal abilities. The ideal candidate is committed to fostering a positive team culture and supporting our mission of empowering individuals with disabilities.

BASIC FUNCTIONS AND GENERAL RESPONSIBILITIES:

Project Management:

• Manage special projects and initiatives on behalf of the CEO, ensuring alignment with organizational goals and timelines.
• Manage Microsoft Teams pages for the CEO and Executive Team, ensuring timely follow-up on project steps.
• Maintain the organization’s strategic plans, ensuring leadership provides timely updates.
• Conduct research and compile data from internal and external systems to deliver insightful reports to the CEO.
• Prepare PowerPoint presentations and reports, distilling complex information into clear, concise formats.

Board of Directors Liaison:

• Serve as the primary contact between the CEO and Board members, facilitating effective communication and timely responses to inquiries.
• Coordinate logistics for Board meetings, including agenda preparation and distribution of materials via the online Board Portal in a timely manner.
• Maintain accurate records of Board activities, ensuring compliance with legal standards.
• Build and nurture strong relationships with Board members, valuing their feedback and ensuring exceptional service.

Communication:

• Manage and prioritize incoming emails, calls, and correspondence for the CEO.
• Draft and proofread communications, including emails and reports, on behalf of the CEO.
• Collaborate with the marketing team to update the CEO’s social media platforms as scheduled.
• Act as a liaison between the CEO and internal/external stakeholders.
• Ensure the CEO’s office is effectively and professionally represented across all communications.
• Work with External Relations, ensuring donor communication is accurate, professional, and responsive.

Meeting Management:

• Prepare for and manage all meetings and committees led by the CEO, ensuring effective follow-up and compliance with timelines.
• Attend meetings/events with the CEO, develop follow-up tasks and tracking action items.
• Coordinate all logistics for meetings, including catering, venue, materials, and other requirements to ensure engaging and productive sessions.
• Plan and execute large meetings and special events, such as all-team gatherings, board functions, team activities, and the annual holiday celebration.

Confidentiality:

• Handle confidential information with discretion and maintain a high level of confidentiality.
• Manage sensitive issues with tact and diplomacy.
• Perform other duties as assigned.

Physical Expectations

This position requires extended periods of sitting with some periods of standing and walking. It may require light (5 pounds) to moderate lifting (25 pounds) and occasional stooping, kneeling, bending, and/or climbing stairs. There may be extended periods of using a computer and/or calculator.

Working Conditions

Office/home environment with noises from appliances, office equipment, and facility/maintenance team. Occasionally, prolonged hours or unusual chores meet the unexpected needs of special projects and events

QUALIFICATIONS

• Must have bachelor's degree – in field of Business Administration, Non-Profit Administration or relevant field.
• At least 5 years of executive support experience; including managing projects.
• High level ability to plan, organize, analyze, and coordinate data/information and activities.
• Maintains confidence and protects operations by keeping information confidential.
• Excellent verbal and written communication skills including a high degree of professionalism and personal presence.
• Strong organizational skills and ability to effectively prioritize multiple activities and meet deadlines.
• Ability to handle highly sensitive information with complete discretion and confidentiality.
• Very knowledgeable and skilled in using technology including spreadsheets, word processing, database and presentation software.
• Ability to establish and maintain effective working relationships within and external to the organization.
• Serve as a Missouri Notary when required, maintaining the designation.
• Must receive Seasonal Flu Vaccination

Equal Opportunity Employer