Executive Assistant-Program & Philanthropy

Job Summary 

The Executive Assistant II will be assigned to Executive Leadership Team Officer(s). The EA will provide executive support and assistance in a highly collaborative working relationship with the ELT officer(s). The EA will organize and coordinate executive communications and outreach and will oversee special projects on behalf of the ELT officer(s). This person serves as the primary point of contact for internal and external constituencies on all matters pertaining to the departments of the assigned ELT officer(s). The EA also serves as the primary scheduler for the assigned ELT officer(s), and as a liaison to the ELT officer’s Committee(s) of the Board of Directors, assigned internal committees, unassigned ELT officers and appropriate Leadership Team members.

This is an on-site position with some ability to work remotely. The EA must operate well in a fast-paced environment, be self-directed and motivated, and enjoy achieving high impact results and outcomes. The EA will support other members of the ELT and Leadership Team as directed by the ELT officer(s). This person must have a strong ability to work independently on projects, from conception to completion, must be able to work effectively under pressure at times and must be able to handle a wide variety of activities and confidential matters with discretion.

Job Requirements 

• Extraordinary interpersonal skills with the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Strong ability to communicate effectively and promptly.
• Demonstrates ability to simultaneously perform and prioritize multiple tasks.
• Strong writing and presentation skills.
• Ability to demonstrate proficiency with Office Suite Products such as Microsoft TEAMS, Word, Outlook, Excel, SharePoint and PowerPoint.
• Demonstrates technical acumen to learn additional software products as assigned such as Adobe. 
• Minimum High School Diploma Required. Bachelor’s degree preferred. 
• 3 years of experience supporting senior leadership, preferably in a non-profit organization, or equivalent

ESSENTIAL FUNCTIONS: 
 Executive Support:

• Handles the schedule for the assigned ELT officer(s) including their personal calendar, ensuring their schedule is followed and respected. Serves in a "gatekeeper" and "gateway" capacity, creating win-win situations for direct access to the ELT officer(s)’ time and office.
• Handles logistical planning for any travel required of the ELT officer(s).
• Prepares and submits for approval ELT officer(s)’ expense reports.
• Anticipates and prepares for upcoming meetings and obligations on behalf of the ELT officer(s).
• Ensures files and documents requiring CEO attention are addressed in a timely manner including contracts and reports with zero to minimal errors.
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  • Implements and oversees a system that tracks, manages, and files documents on behalf of the ELT officer(s).
  • Assist with meeting preparation including preparing reports, written documents, and formatting PowerPoint presentations in a timely manner.
  • Ensures high accuracy of all communications and documents that go out on behalf of the ELT officer(s).
  • Attends and support meetings with the ELT officer(s), upon request.
  • Provides background materials in preparation for internal and external meetings. 
  • Clearly communicates directly, and on behalf of the ELT officer(s), with Board members, donors, agency staff, and other relevant constituency groups, on matters related to the ELT officer(s)’ programmatic initiatives with minimal complaints.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the ELT officer(s), including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
  • Provides a bridge for smooth communication between the ELT officer(s) and internal departments; demonstrating leadership to maintain credibility, trust, and support with other ELT officers and the Leadership Team members.
  • Works collaboratively and effectively with the ELT officer(s), to keep them informed of upcoming commitments, responsibilities, and following up appropriately.
  • Regularly acts as a “gauge” on the environment to stay in tune with the issues taking place within the agency environment and keeping the ELT officer(s) informed and updated.
  • Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures and with no delays.

• Board/Committee Support 

  • Manages the ELT officers’ accountabilities concerning their Board Committee meetings.
  • Ensures accurate and timely communication with on behalf of the ELT officer(s).
  • Assists with Board Committee meeting planning as needed.
  • Documents Committee actions and ensures all appropriate documents are effectively kept, submitted to appropriate other Committees and/or Board, and maintained.
  • Serves as recording secretary on behalf of the assigned Board Committees for future reference.
  • Adheres to compliance with applicable rules and regulations set in TCC Bylaws related to Board Committee matters, include advance distribution of materials before meetings in electronic/paper format in a timely manner.

• Communications, Partnerships, and Outreach 

  • Ensures that the ELT Officer(s)’ bio and department information is kept updated and responds to requests for related materials. 
  • Helps prepare for internal and external meetings and presentations including conducting background research and preparing materials. 
  • Supports editing process for first drafts of written communications to external stakeholders, including subsequent thank you notes.

KPIs

1. Core Accountabilities/Support of ELT
   1. Assignment Timeliness 98% of the time
   2. Assignment Accuracy 98% of the time
   3. ELT feeling of support on scale (1-5)
2. Communications:
   1. Zero unresolved conflicts
   2. Minimal Complaints from Board, Committees, & Staff
3. Organization:
   1. Accurate Electronic & Paper File Maintenance
4. Coordination & Collaboration:
   1. Positive feedback from internal & external stakeholder interactions
5. Initiative:
   1. Implement a new system/process per quarter to improve effectiveness or efficiency.

Additional Functions

• Contribute to a positive workplace culture that demonstrates evidence of high accountability, inclusivity, and collaboration.
• Demonstrate a commitment to anti-racist practices, diversity, equity, and inclusion in the workplace.
• Actively support and encourage creating a safe, welcoming, and inclusive administrative and service delivery environment.
• Adhere to best practices, ethical standards, and compliance with relevant laws and regulations. 

Physical Requirements

• Prolonged periods sitting at a desk and working on a computer. 
• Must be able to lift up to 15 pounds at times. 
• Flexibility is required. 

Robust Health Care and Benefit Package including:    

• Medical 
• Vision and Dental Plan sponsored 100% by The Children’s Center
• Matching 3% 403(b) retirement plan after one year, fully vested after two years of employment 
• 80 hours of paid time off after 90 days, 120 hours of paid time off your first year, 160 hours your 2nd, 3rd and 4th year, 200 hours every year beginning your 5th year
• Accrued Paid Sick Time
• 11 paid holidays
• Life Insurance (Employer-Provided)
• Long Term Disability sponsored 100% by The Children’s Center
• Longevity Pay  
• Health Savings Account 
• Dependent Care Account
• Tuition reimbursement 
• Employee Assistance 

Voluntary Benefits 

• Critical Illness
• Accident
• Voluntary Life, voluntary spouse and dependent life
•  Pet Insurance
•  Legal Shield (prepaid legal services)

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin.