Executive Administrative Assistant

Summary:

The Executive Assistant to the CEO is responsible for providing the high-level support required by the CEO and the Board of Directors of Family Services. Assists and relieves the CEO of administrative functions in order to increase the time the CEO has available for executive level responsibilities. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to challenges. The Executive Assistant serves as the first point of contact with internal and external stakeholders like agency staff, donors, and community agencies and business partners. This position provides project management support for key initiatives and special projects that support the strategic plan, mission, and vision of the agency. The position also provides supplemental administrative support (like calendar management) to members of the Executive Leadership team. The Executive Assistant operates with a high level of professionalism, while observing the highest ethical standards for maintaining confidentiality.

Position Responsibilities:

Provide direct support to the CEO

• Provides administrative support for the CEO by maintaining records and tracking information, preparing reports and coordinating activities based on an understanding of agency policy and the CEO's vision and philosophy.
• Manages the CEO's calendar, prioritizing functions and appointments, communicating with both internal and external stakeholders, ensuring that meetings, deadlines, presentations and other duties of the executive office are carried out seamlessly.
• Works closely with the CEO to keep them well-informed of upcoming commitments and responsibilities, acting as a "barometer" by anticipating needs and maintaining a keen sense of the issues to keep the CEO fully updated.
• Coordinates meetings of the board of directors; takes, edits, and distributes minutes/notes. Generates and maintains board records in print and electronic files (includes full meetings and committee meetings)
• Supports the biweekly Executive Leadership Team meetings; assists in the creation of the agenda, prints materials, takes and distributes notes. Notes commitments / action items of senior leaders and supports timely implementation, as directed by the CEO.
• Interacts with each member of the leadership team, as well as with each board member to schedule meetings as needed.
• Composes correspondence requiring knowledge of executives' views, philosophy, and some understanding of technical matters.
• Responds to external inquiries.

Special Project assignments

• Provides support to the CEO in the development and implementation of special projects and initiatives that advance the mission and vision of the agency.
• Assists in preparing presentations, reports, manuals, handbooks, proposals, and training courses.

Coordinate both internal and external events

• Manages the logistics of events such as staff trainings and retreats, which are attended by senior leaders, middle managers, and all employees.
• Plans, coordinates and assists in event set-up and logistics involving community stakeholders, including large stakeholder events, out of town meetings, lunch meetings, and dinners.
• Arranges CEO travel (includes booking domestic flights, hotel accommodations, rental cars, etc.)
• Other duties as required

Position Qualifications:

Required

• Minimum 3 years previous experience supporting senior level executives.
• Valid driver's license and ability to travel between community locations

Knowledge, Skills, and Abilities

• Ability to anticipate needs and manage the ambiguity and multiple priorities inherent in a complex, medium-sized, multi-division human service agency that maintains an extensive network of relationships with external stakeholders
• Must be a strategic and creative thinker with strong attention to detail.
• Analytical, conceptual, problem-solving and decision-making skills
• High level of initiative
• Capable of handling multiple tasks in a fast paced environment with changing priorities.
• Excellent organizational and time management skills
• Strong interpersonal skills and respect for diversity
• Excellent communication skills, written and oral
• Ability to work cooperatively with staff, board, and representatives of other organizations; conduct all business in a courteous, professional manner
• Professionalism, maturity, and an understanding of how to handle sensitive and confidential information
• Experience planning and organizing complex meetings, generating formal meeting minutes
• Must demonstrate a positive attitude, and willingness to take on tasks large and small
• Ability to remain calm and possess an even disposition under pressure
• Ability to work outside regular business hours to meet Agency needs

Equal Employment Opportunity

Family Services, Inc. provides equal employment opportunities to all qualified individuals without regard to race, creed, color, religion, national origin, age, sex, marital status, sexual orientation, or non-disqualifying physical or mental handicap or disability.

Americans with Disabilities Act

Applicants as well as employees who are or become disabled must be able to perform the essential duties and responsibilities either unaided or with reasonable accommodation. Family Services, Inc. shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.

Job Responsibilities

The above statements reflect the general duties, responsibilities and competencies considered necessary to perform the essential responsibilities of the job and should not be considered a detailed description of all the work requirements of the position. Family Services, Inc. reserves the right to revise the job duties and responsibilities at any time with or without notice, based on the needs of the organization.