Executive Assistant

3 weeks ago

Pikesville, United States International Dyslexia Association Full time
Job DescriptionJob DescriptionPosition Overview:
As the Executive Assistant, you will report directly to the CEO, offering high-level executive support in a close, one-on-one working relationship. Your role encompasses serving as the primary contact for both internal and external stakeholders regarding all matters pertaining to the CEO. In addition, you will act as a crucial liaison to the board of directors, while also spearheading executive outreach and external relations efforts. Your responsibilities extend to overseeing special projects driven by the CEO. The ideal candidate for the Executive Assistant role should thrive in a dynamic, small-scale setting, driven by a clear mission, results, and community engagement. Creativity and a passion for the organization's objectives are essential. This individual must demonstrate sound judgment across diverse scenarios, coupled with excellent written and verbal communication, administrative, and organizational abilities. The role demands the capacity to manage multiple priorities effectively, maintaining a realistic balance. The Executive Assistant will occasionally work autonomously on projects, overseeing them from inception to fruition, and must exhibit the ability to handle a diverse workload and confidential matters discreetly, even under pressure.

Primary Duties and Responsibilities:Executive Support
  • Manage an extremely active calendar of appointments for the CEO, ensuring smooth coordination and timely execution.
  • Prepare and handle confidential correspondence on behalf of the CEO.
  • Arrange intricate travel plans, including itineraries and agendas, and compiling documents for travel-related meetings.
  • Serve as a gatekeeper; plan, coordinate and ensure the CEO’s schedule is followed and respected, 
  • Managing access to the CEO and facilitating effective communication, ensuring smooth communication between CEO and internal departments, demonstrating leadership to maintain credibility, trust and support with staff.
  • Communicate directly, and on behalf of the CEO, with board members, donors, staff, and others, on matters related to the CEO.
  • Research, prioritize, and follow-up on arising issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determining appropriate course of action, referral or response.
  • Work closely and effectively with the CEO to keep them informed of upcoming commitments and responsibilities, following up appropriately. 
  • Successfully complete critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the organization.
  • Prioritize conflicting needs; handle matters expeditiously, proactively, and follow through on projects to successful completion, often with deadline pressures.
  • Assist with management of the CEO’s social media accounts.
  • Assist in other administrative tasks as instructed.
Board Support and Liaison
  • Act as the administrative liaison between the CEO and the IDA board of directors.
  • Assist board members with travel arrangements and maintain confidentiality in board relationships.
  • Ensure compliance with bylaws regarding board matters and the distribution of meeting materials; including advance distribution of materials before meetings in electronic format.
Communications | Partnerships | Outreach
  • Keep the CEO’s bio updated and respond to inquiries pertaining to the organization.
  • Edit and draft written communications for external stakeholders
  • Create acknowledgement letters and correspondence to key stakeholders including high-level donors.
  • Coordinate the CEO’s outreach activities and cultivate ongoing relationships with key contacts.
Strategic Initiatives
  • Collaborate with internal teams to ensure the strategic vision of the organization and the CEO’s outreach efforts are met.
  • Follow up on contacts made by the CEO to foster continued engagement.
  • Support the development and execution of strategic initiatives that align with the organization's goals.
Experience, Skills and Additional Requirements:
  • Exceptional organizational skills with the ability to prioritize multiple tasks effectively with excellent attention to detail.
  • Strong interpersonal skills for building relationships with stakeholders.
  • Excellent written and verbal communication abilities.
  • Proactive problem-solving skills and decision-making capability.
  • Emotional maturity and discretion in handling confidential information.
  • Resourceful team player who can also work independently.
  • Ability to thrive in a fast-paced environment and meet deadlines consistently.
  • Forward-thinking mindset with a proactive approach to identifying opportunities and proposing solutions.
Education and Experience Requirements
  • Bachelor's degree preferred.
  • 5-10 years of experience supporting C-Level Executives, ideally in a nonprofit setting.
  • Interest and experience in internal and external communications, partnership development, and fundraising.
  • Proficiency in Microsoft Office, Adobe Acrobat, and social media platforms.

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