Executive Assistant

Description

Summary: 

This is a top-level administrative support position, working with highly confidential information and matters.  Work situations are a variety of functions from a routine nature to complex special project work requiring organization in working with information relating to a wide variety of subject areas, policies, and programs.  This position requires attention to detail; strong customer service skills; and discretion and good judgment when dealing with the sensitive, privileged, and confidential information. 

Requirements

Minimum qualifications: 

Associate’s degree, Bachelor’s degree preferred; strong work tenure: five (5) to ten (10) years of high-level administrative assistant or secretarial experience, preferably in a non-profit or healthcare organization with any combination of relevant education and experience accepted; experience and interest in internal and external communications, partnership development; and proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), and Adobe Acrobat. 

Knowledge, Skills, and Abilities Required: 

1. Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail 
2. Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners  
3. Expert level written and verbal communication skills 
4. Demonstrated proactive approaches to problem-solving with strong decision-making capability 
5. Emotional maturity 
6. Highly resourceful team-player, with the ability to also be extremely effective independently 
7. Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response 
8. Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment 
9. Forward looking thinker, who actively seeks opportunities and proposes solutions. 

Duties and Responsibilities: 

1. Completes a broad variety of administrative tasks for the CFO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed meeting and travel plans, itineraries, and agendas. 
2. Creating, distributing and monitoring agendas and task lists for meetings. 
3. Plans, coordinates and ensures the CFO’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CFO. 
4. Communicates directly, on behalf of the CFO, with Board members, donors, and others, on matters related to CFO’s programmatic initiatives. 
5. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CFO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. 
6. Provides a bridge for smooth communication between the CFO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support within the organization. 
7. Works closely and effectively with the CFO to keep him/her 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 CFO updated. 
8. Responsible for monitoring and tracking internal financial and operational projects. 
9. Manages a variety of special projects for the CFO, which are critical to the success of the organization. 
10. Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, meeting tasking and note taking, personal correspondence, and other tasks that facilitate the CFO’s ability to effectively lead the organization. 
11. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures. 
12. Regular and predictable attendance is an essential function of this position. 
13. All other job-related duties as assigned. 

Salary : $51,334 - $74,776