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Executive Assistant to the Board of Directors

2 months ago

Washington, Washington, D.C., United States CIRCULAR ACTION ALLIANCE Full time
Job Title: Board/Executive Assistant

Join Circular Action Alliance as a highly skilled Board/Executive Assistant to provide exceptional administrative support to the Board of Directors and CEO. This role is ideal for a detail-oriented and organized individual with a passion for governance and compliance.

Key Responsibilities:
  • Provide high-level administrative support to the Board of Directors, Executive Leadership team, and the Operations Team.
  • Manage Communications & Customer Service, including handling incoming calls, emails, and inquiries, and responding to them in a professional manner.
  • Scheduling and Calendar Management: Coordinate travel, meetings, and appointments for the CEO, Board, and select executives.
  • Administrative & Office Support: Provide administrative support, including preparing and filing expense reports, supporting office functions, and assisting with company events and off-site meetings.
  • Document & Report Preparation: Draft, proofread, and distribute reports, memos, and other correspondence with attention to detail.
  • Data Entry & Database Management: Maintain accurate records and update relevant databases to ensure up-to-date information for reporting purposes.
  • Report Compilation & Management: Compile and prepare detailed reports, summaries, and presentations based on gathered data from various sources.
  • Formatting, Proofreading & Distribution: Ensure reports are well-organized, free of errors, and distributed to relevant departments or stakeholders on time.
  • Confidentiality: Handle sensitive information with discretion and ensure confidentiality is maintained at all times.
  • Board Management: Coordinate, prepare, and distribute board and committee agendas, packets, meeting minutes, and assist with state boards.
  • Manage and schedule board and CEO calendars, ensuring timely coordination of meetings and appointments.
  • Take meeting minutes for Executive Leadership Team and other key meetings as requested.
  • Manage administration of SharePoint and users.
  • Maintain and organize filing systems for CEO and Board records, ensuring easy retrieval of records and documents.
  • Respond to and resolve administrative inquiries and questions with professionalism and accuracy.
  • Perform additional administrative tasks as needed to support CAA's mission.
Supervisory Responsibilities:
  • Manage and direct 1-2 Administrative Assistants to ensure consistent operations and compliance with internal standards.
  • May assist in training newly hired administrative staff.
  • May recruit, interview, hire, and train junior administrative staff in the department.
Required Skills/Abilities:
  • Exceptional verbal and written communication skills.
  • Strong interpersonal skills with a customer service mindset.
  • Proficient in Microsoft Office Suite, including MS Teams and SharePoint.
  • Proficient in and Salesforce a plus.
  • Excellent organizational skills with high attention to detail.
  • Knowledge of board governance and compliance requirements, particularly in the nonprofit sector.
  • Strong understanding of record-keeping for 501(c)(3) organizations.
  • Ability to work independently and manage multiple priorities simultaneously.
Education and Experience:
  • Proven ability to work and succeed in job requirements remotely.
  • Bachelor's degree in a related field.
  • 10-15 years experience providing executive and board-level administrative support.
  • Familiarity with CAA's board governance processes and EPR regulations highly preferred.
Physical Requirements:
  • Prolonged periods sitting at a desk and working on a computer.

Compensation and Other Information:

  • Location: Initially Fully Remote (future location TBD, relocation may be required). Working hours 8:00 am – 5:00 pm EST with ability to work as needed across various US time zones.
  • Salary range is $70,000 - $100,000 based on a variety of factors in accordance with applicable law, including the successful candidate's relevant experience, skills, knowledge, and work location. In addition to base salary, this role is eligible for medical, dental, and vision benefits, life insurance, retirement, and paid time off.
  • Circular Action Alliance is an equal employment opportunity employer. All qualified applicants for employment will be considered without regard to race, color, religion, sex (including pregnancy, childbirth, lactation, and related medical conditions), national origin, military or veteran status, sexual orientation, gender identity, age or any other category protected by applicable federal, state, or local law.