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Executive Assistant

3 months ago

Gloucester, United States Action Inc. Full time

Want to be a part of a team that provides help, hope, and support when people need it the most? If so, read on

**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

**Schedule**: Monday-Friday, 9:00 am-5:00 pm (35 hours/week)

**Pay**: $26.00-$31.00 (Hourly)

**Benefits**: Dental, Vision, Paid Time Off, Holidays, Life Insurance, AD&D, Long Term Disability, EAP, 403(b) with generous match after first year

**Duties include but are not exclusively**:

- 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.
- Prepare draft presentations, reports, and coordinate small projects as directed by CEO or CPO
- 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.
- 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.
- Make travel arrangements (e.g. hotel, flight) as needed for CEO, CPO, and Board members for periodic work-related business (e.g. conferences).
- 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 logístical information, as well as draft text for any speaking segments.
- 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.

**What kind of person are we looking for? Someone with**:

- Associates degree (Business Admin) required; B.A. (Business Admin) preferred.
- Highly proficient in the use of MS Office tools including Outlook, Word, Excel, PowerPoint, and Teams
- Ability to handle confidential and sensitive information.
- Strong familiarity/willingness to learn and work with Docusign, Doodle, Adobe Acrobat DC and Zoom board.
- Ability to multi-task, prioritize and meet deadlines while working under pressure.

**Physical demands of this role**:

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