Executive Assistant to The Executive Director

2 weeks ago

Sterling, United States ADAMS Full time

Reporting directly to the Executive Director, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Executive Director. 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 complex, public facing organization that is values-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 Executive Director including: managing an extremely active calendar of appointments; completing expense reports;
composing and preparing correspondence that is often confidential; arranging travel plans, itineraries, and agendas; and compiling documents for meetings.
- Plans, coordinates and ensures the ED's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the ED’s time and office.
- Communicates directly, and on behalf of the ED, with Board members, donors, staff, and others, on matters related to ED's responsibilities.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the ED, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the ED's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Works closely and effectively with the ED to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the ED updated.
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the ED, 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 ED'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.

Board Support and Liaison
- Serves as the ED’s administrative liaison to ADAMS Center’s board of directors
- Maintains discretion and confidentiality in relationships with all board members
- Adhere 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 Management Team including assisting in scheduling meetings and attending all meetings
- Assists in coordinating the agenda of senior management team meetings and off-sites, and all
- staff meetings

Communications, Partnerships, and Outreach
- Responds to requests for materials regarding the organization
- Edits and completes first drafts for written communications to external stake holders

Strategic Initiatives
- Works with the ED, the board, and core volunteers on Strategic Initiatives
- Follows up on contacts made by the ED and supports the cultivation of ongoing relationships
- Edits all communication from the ED to various stakeholders

**Benefits**:
401K match

Medical, dental, vision insurance

PTO (Paid time off)

Sick time off

Education Assistance Program

Qualifications:

- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very 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
- 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
- Prov

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