Executive Assistant

Description

Position Title:           Executive Assistant

Status:                       Non-Exempt

  Department:             Administration

Reports To:               CEO

Date:                         1/1/2024

Summary:  

This role will coordinate and manage executive scheduling, prepare and organize important strategic materials and plans, and support board meetings and the preparation of board materials. This role serves as the eyes and ears for the CEO, connecting organizations, projects, and critical business information to the CEO, ensuring meetings and materials are efficient and effective and serves as a trusted partner to deliver against the legal priorities of the business.

The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the CEO’s needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Executive/Senior Leadership Teams, Board of Directors, and EmBe Team Members. To perform this job successfully, the individual is expected to handle highly sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Ensure EmBe brand, mission, vision, and values are reflected in all interactions.
• Actively embrace a culture of empowerment and an attitude of honesty and mutual respect. Maintain professionalism, take responsibility for actions and mentor positive behaviors to both coworkers and external contacts.

• Provide overall support to company CEO ensuring quality, efficiency and professionalism.
• Maintain the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and community activities. Exercise discretion in committing time and evaluating needs.
• Support Board of Directors operations and customer service.
  • Maintain all board and committee member information, take minutes at board and board committee meetings, schedule meetings, send communications to keep board and committee members current.
  • Board Member Orientation – Schedule and prepare outline for visiting locations and staff. Maintain board orientation welcome binder.
  • Maintain board policy documentation.
  • Communicate new board member committee assignments.
  • Serve as an instrumental member of the team in building relationships with all Board and Committee Members.
• Generate daily, weekly and monthly reports for program team leads.
• Collect and retain pertinent information for reports; create necessary processes for receiving information.
• File and retrieve corporate documents, records, and reports.

• Provide administrative support to development department including data entry of donor database records, receipting, reporting, correspondence, and fundraising events.

• Complete purchasing functions for office supplies.
• Lead the maintenance and updating of phone systems, computers and email for the organization.
• Organize and prepare for meetings, including gathering documents and attending to logistics of meetings
• Prioritize emails and respond when necessary, on behalf of CEO
• Maintain various records and documents for company executive(s)
• Provide coordination, monitoring, and communication of projects and programs
• Determine priority of matters of attention for the CEO; redirect matters to team members to handle, or handle matters personally, as appropriate.
• Routinely perform a wide variety of support duties.
• Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.
• Prepare, reconcile, and submit expense reports.
• Maintain paper and electronic filing systems.
• Maintain confidential and sensitive information.
• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.
• Complete a variety of special projects including creating PowerPoint presentations, financial spreadsheets, special reports, and agenda materials.
• Other additional and/or alternative duties as assigned from time to time, including supporting other departments or Executives as needed.
• Provide executive support to Senior Leadership Team.
• Handles ad-hoc projects and assignments as the business dictates. 
• This individual will be empowered to act on behalf of the executive(s) and will truly be a partner in all day-to-day operations. 

• Regular attendance as scheduled.

QUALIFICATIONS

• Previous executive administrative experience.
• Experience identifying and implementing processes and procedures to improve work efficiency. 
• Handle multiple projects simultaneously within established time constraints, without losing focus. 

• Strong computer skills; including donor database management experience.
• Highly organized with strong clerical knowledge of administrative functions.
• Strong attention to detail.
• Personable and polite, with excellent people skills. 
• Ability to demonstrate strong critical thinking and problem-solving skills.
• Professional demeanor required with vault like ability to maintain confidentiality and discretion.
• Capacity to handle tight deadlines and last-minute changes, adapt quickly while remaining flexible, without sacrificing detail. 
• Work professionally with customers and co-workers to efficiently serve our customers, treating both with enthusiasm and respect. 
• Demonstrate initiative to work independently and as a member of a team.

PHYSICAL DEMANDS

• Ability to see, speak, and hear.
• Frequent sitting and use of hands and fingers to handle, feel, or reach.
• Frequent standing and walking.
• Frequent lifting of up to 25 lbs.
• Occasional need to climb, balance, kneel or crouch.
• Vision abilities include distance and close vision

WORK ENVIRONMENT

• Work is primarily performed in an indoor office environment.
• Noise level is quiet.
• Volunteer participation supporting EmBe events is encouraged.

Reasonable accommodations may be made to enable people with disabilities to perform the essential functions of the job.

Qualifications