The Executive Assistant plays a pivotal role in supporting the CEO, Board of Directors, Executive Leadership Team (Chief Operating Officer, Chief Financial Officer, Chief Development Officer, and Chief Human Resources Officer), and managing the organization’s operations.
This role demands a proactive approach, critical thinking, and the ability to solve problems with a high level of professionalism and confidentiality.
Key Responsibilities:
CEO Support:
Manage the CEO’s calendar, ensuring efficient scheduling and prioritization.
Act as the primary liaison for the Board of Directors and Trustees, managing logistics for meetings and events, including scheduling, material preparation, and minute-taking.
Handle a wide range of administrative tasks to enable the CEO's leadership effectiveness, including project assistance, document preparation, meeting coordination, travel arrangements, and expense processing.
Serve as the CEO’s primary point of contact for both internal and external stakeholders, managing communications with discretion and diplomacy.
Anticipate the CEO's needs for all engagements, ensuring they are well-prepared and informed.
Executive Team Support:
Manage the Executive Team’s calendar, ensuring efficient scheduling and prioritization.
Handle a wide range of administrative tasks to enable the Executive Team’s leadership effectiveness, including project assistance, document preparation, meeting coordination, travel arrangements, and expense processing.
Execute other administrative duties as required
Office Management:
Ensure the smooth operation of the office, overseeing administrative duties, supply management, and equipment functionality.
Maintain a clean and organized office environment, including communal areas and meeting rooms.
Reception:
Provide courteous and prompt support for all incoming calls and emails, ensuring effective communication and referral to appropriate departments.
Marketing Liaison:
Collaborate with the external marketing team, ensuring accurate and timely information flow, coordination support for newsletters, annual reports, marketing materials and photo shoots.
Individual Responsibilities:
Dependability: Complete tasks efficiently and organize your workload effectively.
Confidentiality: Maintain strict confidentiality of sensitive information.
Adaptability: Possess a positive attitude and the ability to multitask in a dynamic environment.
Professionalism: Adhere to professional standards in appearance and conduct, aligned with organizational policies.
Skills & Knowledge Required:
Bachelor’s degree and at least five years of relevant experience.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
Strong organizational, networking, and communication skills.
High attention to detail with the ability to maintain confidentiality.
Adaptability to a fast-paced and changing work environment.
Physical Requirements & Work Environment:
Normal office environment conditions.
Ability to lift up to 20 pounds and remain energetic for extended periods.
Mobility within the office to access equipment and files.
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