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Executive Assistant to the CEO

1 month ago

Cincinnati, United States Girl Scouts of Western Ohio Full time
Job DescriptionJob DescriptionExecutive Assistant to the CEO (Nonprofit)

Manages the office of the CEO and provides exceptional executive-level support, constituent service, and project management and execution for the Chief Executive Officer, Executive Team and Board of Directors. The Manager, Office of the CEO & Board of Directors is the CEO’s trusted counsel and must be a highly resourceful individual with strong emotional intelligence, self-motivation, leadership through influence, strong communication and analytical skills. The role demands the ability to work independently on projects from conception to completion and requires acumen and finesse to handle complex situations and multiple responsibilities simultaneously mixing long-term projects with the urgency of immediate demands. The Manager must be able to work under pressure while handling a wide variety of activities, relationships, and confidential matters with utmost discretion.

ESSENTIAL FUNCTIONS - CEO’S OFFICE
  • Oversee the efficient management of all CEO Office operations, administration, projects, initiatives, and communications (including presentations, reports, letters, emails, publications, social media, greetings, voicemail and phone). Serves as the primary point of contact for internal and external constituencies on all matters related to the office or the Board of Directors.
  • Manage the CEO’s office and ensure administrative support is timely, accurate and of the highest standard, and in accordance with organizational guidelines and processes. Manage a diverse range of matters submitted for the CEO’s consideration or approval and determine necessary priorities and approval processes. Manage all purchasing and contract approval requiring CEO oversight and administrative and governance budgets.
  • Provide executive project management to oversee projects that require cross-functional collaboration and resource allocation. Provide project management for senior leadership team and organization initiatives. Must exhibit the skills to collaborate with and achieve actionable results through others. Identify and implement continuous improvement to all executive, governance, and leadership team processes, applying tools to improve effectiveness.
  • Prepare agendas and manage all logistics for executive and senior leadership team meetings including in-house presentations, reports, and scheduling. Coordinate activities, set agendas and manage deliverables. Ensure CEO is prepared for all meetings and events.
  • Provide management and oversight of CEO’s emails and correspondence and compose written communications. Respond appropriately to a range of confidential and sensitive business needs, meeting requests and other matters ensuring appropriate counsel, follow-up, and resolution.
  • Provide administrative support including CEO’s calendar, travel, timesheet approvals, expense reporting, hosting guests, IT, onboarding leadership staff and all day-to-day executive support functions.
  • Provide council-wide support to GSWO including staff onboarding/offboarding, office administration, notary service, onsite supervisor, submitting maintenance requests, IT support, office security and emergency response. Serve as backfill or interim staff supervisor as needed. Supervise interns or contractors in the executive or governance office as needed.

ESSENTIAL FUNCTIONS - BOARD AND GOVERNANCE
  • Oversee all board and governance planning and administration for the Board of Directors, Board Development Committee, task groups/committees, and National Council delegation. Serve as first point of contact and manage communications for all Board and governance activities.
  • Ensure the Board, Board Development Committee, task groups/committees, and National Council delegation are regularly informed on relevant GSUSA and council matters. Create and compile all necessary materials, reports, presentations and correspondence for review and approval on schedule. Manage all communications and governance tasks pre- and post-meetings.
  • Coordinate all Board, Board Development Committee and board task group/committee activities: including setting up and managing annual agenda and schedule, roster, mission engagement calendar, conflict of interest, volunteer agreements including compliance and scorecards, demographic surveys, board monitoring and surveys, meeting preparation, minutes, manuals and Board portal administration.
  • Manage and ensure compliance with Council bylaws, board policies, procedures and manuals.
  • Facilitate Board, Board Development Committee and Council delegation engagement with membership. Manage the annual election, annual meeting and special meetings of the Voting Council or membership, including notice, slate preparation, credentialing, education sessions, agenda and presentations, minutes, and communications and tasks pre- and post-meetings.
  • Serve as the National Council Delegation Liaison and manage all aspects of delegation recruitment, education, travel logistics, proposal management, membership engagement and other delegation activities.
  • Serve as primary council contact with GSUSA to manage and administer Charter requirements, GSUSA board opportunities with council and Blue Book compliance, GSUSA convening registration, travel and reimbursement.

REQUIRED EDUCATION AND EXPERIENCE
  • Associate’s degree or equivalent work experience in senior administrative management.
  • At least five years of experience in executive or senior leader administrative support.
  • Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
  • Proven ability to handle confidential information with discretion and be adaptable to various competing demands.
  • Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint). Familiar with project management software such as Asana.
  • Excellent verbal and written communication skills with demonstrated ability to compose correspondence with minimal assistance.

CORE COMPETENCIES
  • Organization and Project Management
  • Personal Integrity and Professional Conduct
  • Verbal and Written Communication
  • Adaptability
  • Judgment and Initiative
  • Attention to detail and accuracy

SUPERVISORY RESPONSIBILITY
This position has intermittent on-site, seasonal and backfill supervisory responsibilities.

TYPE/EXPECTED HOURS OF WORK
This is a full-time, exempt position, based in Blue Ash (Cincinnati), OH, with in-person work required most days and up to two days of remote work per week. Hours and days of work are generally Monday through Friday, 8:30 am to 5:30 pm. Regular evening and occasional weekend work may be required as job duties demand.

TRAVEL
Travel is primarily local during the business day, although some out-of-the-area and overnight travel may be expected.

BENEFITS
We value our employees’ time and efforts. Our commitment to your success is enhanced by a compensation of $55K to $65K, depending on experience, and a generous benefits package.

PERKS
  • Ability to build your skills and grow your career
  • Supportive environment for learning and development
  • Flexibility for work/life balance
  • Opportunity for hybrid teleworking arrangement
  • Week off between Christmas and New Years
  • Up to 12 days of PTO
  • Up to 8 days of sick time
  • 401K with 100% match up to 5%
  • Medical, dental, vision, accidental, life, and MORE
  • A high-achieving and fun team
  • Casual dress code

Plus, we work to maintain the best environment for our employees where people can learn and grow with the company. We strive to provide a collaborative, creative environment where everyone feels encouraged to contribute to our processes, decisions, planning, and culture.

Diversity, Equity, Inclusion, and Belonging (DEIB)

We are proud to be an equal opportunity employer dedicated to pursuing and hiring a diverse workforce and are committed to creating an inclusive environment for all. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. GSWO is an EEO/Minority/Female/Disability/Veteran employer.​​​​​