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Executive Assistant to the CEO

4 months ago

Dallas, United States Dallas Area Habitat for Humanity Full time
Job DescriptionJob Description

Job Description:

Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact internally and externally, on all matters pertaining to the CEO.

The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

The Executive Assistant must be creative and enjoy working within a small, fast paced environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Roles and Responsibilities

Executive Support

  • Completes a broad variety of administrative tasks for the CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries, and agendas; and compiling documents for meetings.
  • Plans, coordinates, and ensures the CEO's schedule is followed and respected, while creating win-win situations for direct access to the CEO's time and office.
  • Communicates directly, and on behalf of the CEO, with Board members, donors, and others, on matters related to CEO's initiatives.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature.
  • Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating the ability to maintain credibility, trust and support with senior management staff.
  • Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
  • Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Assist in the management of organizational budgets.

Board Support and Liaison

  • Serves as the CEO's administrative liaison to Dallas Area Habitat for Humanity’s board of directors.
  • Maintains discretion and confidentiality in relationships with all board members.
  • Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Senior Management Liaison

  • Participates as an adjunct member of the Senior Leadership Team including assisting in scheduling meetings and attending all meetings.
  • Assists in coordinating the agenda of Senior Leadership team meetings and off-sites, and all staff meetings

Communications, Partnerships, and Outreach

  • Ensures that the CEO's bio is kept updated and responds to requests for materials regarding the CEO and the organization in general
  • Edits and completes first drafts for written communications to external stakeholders.

Strategic Initiatives

  • Works with the team in coordinating the CEO's outreach activities.
  • Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.
  • Edits all and creates acknowledgement letters from the CEO to donors.

Manage Office Logistics

  • Maintain general office functions, including office supply inventory and ordering, including organization of supplies and storage spaces.
  • Improve the operational efficiency of office operations impacting staff, in partnership with the executive team.
  • Maintain responsibility for general office upkeep. This includes keeping kitchen and supply areas stocked, clean and functional, and office equipment working.
  • Coordinate office maintenance, and drive issues to resolution.
  • Support agency’s technology needs, including system oversight, vendor management and troubleshooting.
  • Oversee staff meeting organization (meeting reminders, food, staff reports and materials).
  • Act as a liaison with the building management vendors and Facilities Team on office needs (e.g. carpet cleaning, light fixture replacement, office temperature, etc.).
  • Responsible for office vendor relationships (e.g. copier, printer).
  • Assist with additional general office tasks as needed.

Qualifications

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Ver strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
  • Expert level written and verbal communication skills.
  • Excellent web and technology skills and comfortable troubleshooting tech issues and comfortable learning new technical/computer skills as they arise.
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability.
  • Emotional maturity
  • Highly resourceful team-player, with the ability to also be extremely effective independently.
  • Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
  • Forward looking thinker, who actively seeks opportunities and proposes solutions

Education and Experience Requirements

  • Bachelor's degree or equivalent experience preferred
  • Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization
  • Experience and interest in internal and external communications, partnership development, and relationship management
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and social media web platforms.