Executive Assistant

Position Summary and Essential Functions:

Seeking an Executive Assistant to provide high-level administrative support to C-level executives,

excluding the President & CEO, in a fast-paced environment, managing schedules, coordinating

meetings, handling communication, preparing reports, and assisting with various administrative

tasks to enable strategic focus.

Core Responsibilities:

 Manage complex schedules and calendars, coordinate appointments, meetings, and events to

ensure efficient use of time.

 Manage travel itineraries, including flights, accommodations, ground transportation, and other

logistics.

 Manage expense reports, and reimbursements. Track expenses and file reports in compliance

with OFN’s policies.

 Handle sensitive and confidential documents, prepare memorandums, reports, papers,

proposals, presentations, spreadsheets, and other materials as needed, and/or

reviewing/editing those drafted for accuracy and alignment with the tone and voice of top-tier

executives within established time frames.

 Assist with project management tasks, tracking progress, and ensuring projects align with

strategic goals often requiring interaction with multiple teams through completion. Take

meeting minutes and follow up on action items.

 Ensure the highest level of discretion and confidentiality when handling sensitive information.

Track action items and key issues to closure with a high degree of integrity and accountability.

 Identify opportunities to improve workflows, increase efficiency, and enhance the executives’

productivity.

 Address urgent matters, make quick decisions, and resolve issues in the absence of executives.

 Provide additional administrative support as needed, which may include personal tasks for the

executives.

Required Education and Experience:

 HS diploma or equivalency required; bachelor’s degree preferred.

 Minimum of 5-7 years of experience supporting executive staff.

Required Skills and Abilities:

 Experience creating and developing administrative reports, presentations, and databases.

 Demonstrated experience managing multiple schedules and calendars.

 Demonstrated experience anticipating needs and solving problems autonomously.

 Experience managing office logistics.

 Experience or volunteer work in a nonprofit or small office environment is a plus.

 Advanced digital literacy and ability to navigate workplace technology including administrative

software, databases, and Salesforce.

 Excellent organizational skills with the ability to manage complex and highly confidential

information exercising initiative and sound judgment/decision-making with a solution-oriented

focus.

 Effective analytical and problem-solving ability.

 Excellent time management skills with the ability to manage multiple tasks, within tight

deadlines in a clear, level-headed manner; ability to turn work around within a short period of

time where demands are liable to change quickly effectively, and efficiently.

 Effective and professional written and verbal communication skills required.