Executive Assistant

2 weeks ago

Gloucester, United States Action Inc. Full time
Job DescriptionJob Description

Job Title: Executive Assistant

Department: Administration

Reports to: Chief Executive Officer

Hours: Full-time, non-exempt

Summary: Reporting to the Chief Executive Officer (CEO), the Executive Assistant will support the CEO, and the Chief Program Officer (CPO), and other tasks as assigned by the CEO. The Executive Assistant will provide executive level support to ensure efficient and effective day-to-day operations in a complex large non-profit environment.

Essential Duties and Responsibilities:

  • Provide MS Outlook Calendar management including the planning and timely notification of meetings and appointments. Use independent judgment in setting priorities and proposing alternatives to meetings. Collaborate with others to book hard-to-schedule meetings with both internal and external managers and leaders.
  • Support CEO and CPO with ensuring meetings scheduled account for adequate travel time in schedules when needed, communicate schedule changes in a timely manner, and proactively identify calendar conflicts and work with others to resolve.
  • When hosting a meeting, ensure meeting participants have accurate meeting logistics (location, directions, etc.) Arrange the conference room and technical support (i.e.: projector, teleconferencing services, Zoom board) and prepare materials (agenda and PowerPoint decks) as necessary. Arrange for food/beverage as needed.
  • Prepare draft presentations and other materials as directed by CEO or CPO.
  • Prepare draft reports and/or coordinate small projects as required and directed by CEO or CPO.
  • Work with Accounting & Finance Department staff to prepare any contracts received for CEO signature, whether electronic or hard copy. Work toward processing all contracts through Docusign when possible. Provide any related support and ensure proper electronic filing of fully executed contracts in MS SharePoint.
  • Exercise keen judgement, coordinate and execute both routine and highly sensitive communications among the Executive Team (CEO, CPO, CFO, COO) and their staff maintaining confidentiality in all communications.
  • Coordinate all Board Executive Committee evening meetings on behalf of CEO, including scheduling, agenda development, correspondence with committee members, and notetaking at meetings.
  • Electronically coordinate all internal documents in preparation for Board Meetings in collaboration with Planning & Grants Specialist.
  • Liaise on external events related to the office of the CEO. Responsibilities include coordinating with the Director of Marketing and Planning and the Marketing & Outreach Manager to ensure the CEO has all key logistical information, as well as draft text for any speaking segments.
  • Acts as a liaison between the CEO and the Board as needed. Provide support to the Board of Directors on behalf of the CEO as needed.
  • Assist as requested in the creation and dissemination of communications.
  • Make travel arrangements (e.g. hotel, flight) as needed for CEO, CPO, and Board members for periodic work-related business (e.g. conferences).
  • Minimal greeting and assisting visitors to the CEO or CPO as needed.
  • Minimal paper filing as needed.
  • Other ad hoc administrative duties and projects as assigned.

Qualifications:

  • Associates degree required; B.A. preferred
  • Experience in planning and supporting meetings.
  • Experience in relationship management at the Sr. Management level is required.
  • Experience within a non-profit direct service environment preferred.
  • Highly proficient in the use of MS Office tools including Outlook, Word, Excel, PowerPoint, and Teams.
  • Skilled in cloud-based office tools such as SharePoint, OneDrive, and other web-based applications; demonstrated ability to incorporate and leverage these tools into day-to-day work.
  • Strong familiarity/willingness to learn and work with Docusign, Doodle, Adobe Acrobat DC and Zoom board.
  • Self-directed.
  • Good judgment, diplomacy, and discretion.
  • Ability to adapt to changing conditions, using resources and relationships to develop solutions.
  • Ability to handle confidential and sensitive information.
  • Experience with project management.
  • Excellent interpersonal skills.
  • Ability to multi-task, prioritize and meet deadlines while working under pressure.

Physical Demands: Must be able to lift, move and carry 15 lbs. Prolonged periods of sitting at a desk and working on a computer.

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