What are the responsibilities and job description for the Executive Assistant to the CEO position at Nueva Esperanza?
Job description
Position Overview:
The Executive Assistant to the CEO plays a crucial role in ensuring the smooth functioning of the CEO’s office. This individual will serve as the primary point of contact for internal and external communications involving the CEO, manage schedules, and provide administrative support to enable the CEO to focus on strategic priorities. The ideal candidate is proactive, highly organized, and possesses exceptional communication skills.
Key Responsibilities:
1. Administrative Support:
o Manage and maintain the CEO’s calendar, including scheduling meetings, appointments, and travel arrangements.
o Prepare and organize documents, reports, and presentations for meetings and events.
o Handle correspondence, including emails, letters, and phone calls, ensuring timely and appropriate responses.
o Experienced in preparing and processing expense reports, reimbursement forms, utilizing Microix systems for efficient expense tracking, and ensuring compliance with company policies.
2. Meeting Coordination:
o Arrange and coordinate meetings, including preparing agendas, taking minutes, and following up on action items.
o Liaise with donors, partners, and other stakeholders as needed.
o Proficient in managing and troubleshooting video conferencing platforms (Zoom, Microsoft Teams, Skype, etc.), ensuring seamless virtual meetings, and providing technical support to executives and teams for optimal performance.
3. Communication:
o Act as a bridge for smooth communication between the CEO’s office and internal teams or external partners.
o Maintain confidentiality and professionalism in handling sensitive information.
4. Office Management:
o Oversee the organization of the CEO’s office, ensuring it is well-maintained and equipped.
o Support other administrative tasks as necessary to contribute to overall organizational efficiency.
5. Hospitality:
o Welcome and assist visitors, ensuring a warm and professional experience.
o Coordinate hospitality arrangements for meetings and events, including catering and logistics.
o Anticipate and address the CEO’s and guests’ needs during events or meetings.
Requirements:Qualifications:
- Bachelor’s degree.
- Proven experience in a similar role, preferably within a non-profit or mission-driven organization.
- Exceptional organizational skills with the ability to multitask and prioritize effectively. • Strong written and verbal communication skills.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant tools.
- High level of discretion and professionalism in dealing with confidential matters.
- Bilingual proficiency (English and Spanish) is strongly preferred.
- A proactive and adaptable approach to problem-solving.
Preferred Skills:
- Familiarity with non-profit operations and stakeholder engagement.
- Experience working with diverse teams and managing complex schedules.
