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Executive Assistant

4 months ago

Raleigh, United States North Carolina Asian Americans Together Full time
Job DescriptionJob Description

Job Opening: Executive Assistant

 

Status: Full time, exempt

Salary Range: $70,000 with Benefits

Experience Requirements: 5-8 years of experience or education relevant to the position

Location: Main office in Raleigh, NC; position is hybrid (2 days in office and 3 WFH), MUST be local or intend on moving to the area to be considered; requires occasional travel.

 

Application Deadline: Applications will be reviewed on a rolling basis to start ASAP

 

About the organizations:

North Carolina Asian Americans Together (NCAAT) is a nonpartisan, nonprofit organization committed to supporting equity and justice for all by fostering community among Asian American communities and allies in NC through civic engagement, leadership development, grassroots mobilization, and political participation.

 

NCAAT in Action (NCAATIA) is committed to supporting equity and justice for all by building political power among Asian Americans and allies in North Carolina through voter education, progressive advocacy, and leadership development.

 

Benefits:

NCAAT and NCAAT in Action offer full-time employees health, dental, and vision insurance benefits, paid time off for vacations and sick leave, as well as an option to join our 401k plan to assist in saving for retirement. In order to help employees maintain a reasonable work schedule, we offer flextime on Friday afternoons, with the occasional opportunity to remote work with respect to the scope and needs of individual work and projects. Additionally, to support the professional development goals of our employees we offer a yearly $500 professional development stipend, a $450 stipend towards an Asian language course, a wellness stipend, and other ongoing training opportunities.

 

About the Position: NCAAT and NCAAT in Action is seeking an Executive Assistant to support our team. This role is fast-paced and highly detail-focused. It is imperative that candidates have 5-8 years of experience supporting leadership and references to provide. 

 

About You: You learn fast and value feedback. Once you’ve learned the ropes, your ability to predict and plan the needs of the Executive shines - you anticipate requests, needs, and potential problems and attend to them. You’re resourceful, innovative, and proactive, think independently, and push the work forward. You’re steady under pressure and display consistent good judgment in decision-making. Your logical and analytical approaches lead you to assess risks carefully, consider different options, and decide on a sound course of action. You can switch effortlessly between drafting an email on behalf of the ED, creating a travel itinerary, and preparing a board meeting package. When problems arise, you rise to the challenge and are able to navigate high-stress situations effectively. You value collaboration and are a team player. 

 

Responsibilities:

 

Support NCAAT Leadership:

Works directly with the Executive Director (and other members of the Executive Team as needed) to support all aspects of her daily work routine, including those listed below: 

  • Email Management - Conserves Executive Director’s time by reading, researching, and routing correspondence, drafting letters and documents, collecting and analyzing information, initiating telecommunications. 
  • Calendar Management - Maintains Executive Director’s calendar and appointment schedule by scheduling and coordinating: meetings, conferences, teleconferences, travel arrangements, and event registrations. Proactively manages the ED’s scheduling and related logistics across a wide variety of engagements and meeting formats (digital, in-person, etc.), ensuring that meeting requests are handled with diplomacy and strategy in mind.
  • Strategy Management - Keeps the Executive Director advised of time-sensitive and priority issues, ensuring appropriate follow-up.
    • Provides proactive and engaged project management support, meeting with the ED on a weekly basis and more frequently when needed to review commitments, requests, deliverables, appointments, and travel, ensuring that she is prepared.
  • Travel Coordination - Researches options and books travel arrangements for the executive team (and other team members as needed) within specified budget parameters. 
    • Ensure timely and cost-effective travel plans, including flights, accommodations, and  transportation.
    • Record applicable personal information and preferences of executive team members relevant to travel.  
    • Create travel agenda and meeting schedule for the ED
  • Expense Management - Completes and submits credit card expense reports, invoice requests, and other accounting and contact-related paperwork for the ED.
  • Interview Coordination- Assist with setting up logistics for interviews such as Zoom links and calendar holds. Be willing to sit in as a thorough, live notetaker in interviews when the schedule permits. 
 

Support Organizational Maintenance: 

  • Schedules organizational meetings; assists in the preparation and distribution of meeting agendas and materials.
  • Assist with special projects, research, and other tasks as assigned. 
  • Take notes during meetings and enter tasks into Asana.
  • Purchase gifts, flowers, and very occasionally catering or food orders as needed for celebrations, bereavements, events and other situations.
  • Completes a wide variety of additional support duties in a timely and thorough manner, including providing support to other NCAAT staff at the discretion of the Executive Director.

Support NCAAT Board Engagement: 

  • Serves as a liaison to the Board of Directors and Executive Leadership teams
  • Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions. Files and retrieves organizational documents, records, and reports. 
  • Maintains confidential and sensitive information.
  • Prepares a package of documents to send to the Board prior to each meeting. 
 

Core Competencies:

  • Understanding of the needs and confidentiality required to support a busy executive
  • Immaculate organizational skills and demonstrated attention to detail
  • Able to maintain high levels of confidentiality regarding various operational support tasks, including handling classified information regarding internal and external factors
  • Adaptable to new circumstances, rapid changes, and shifting priorities
  • A deep commitment to racial justice in North Carolina
  • Familiar with using technology and/or quick at learning new technologies and software such as Google Suite, EveryAction, Slack, Asana, etc.
  • Available for after-hours/weekend rapid response
  • High emotional intelligence and interpersonal skills to develop strong relationships with staff, community members, and funders
  • Committed to the mission and values of the progressive nonprofit
  • Ability to take thorough, detailed notes on a variety of topics for executive review 
 

NCAAT is an equal opportunity employer and welcomes applicants without regard to race, color, religion, sex, national origin, gender, gender identity, age, or disability. Women, people of color, LGBTQ+ individuals, and others from historically marginalized groups are encouraged to apply. 


 

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