Administrative Assistant

PRIMARY FUNCTION: Reports directly to the Chief Executive Officer, the Assistant to the CEO provides executive support in a one-on-one working relationship. The Assistant to the CEO serves as primary point of contact for internal and external constituencies on all matters pertaining to the office of the CEO. The Assistant to the CEO also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations.

KEY ROLES (Executive Support):

• Completes a broad variety of administrative task for the CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; ensures the CEO schedule is followed and respected.
• Creates power point presentations for the CEO.
• Provides “gatekeeper” and “gateway” role creating win-win situations or direct access to the CEO’s time and office.
• Provides a bridge for smooth communication between the CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the CEO 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 CEO updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a direct approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the organization.
• Prioritizes conflicting needs, manages matter expeditiously and proactively
• Coordinates Executive Team meetings, retreats, board retreats and staff meetings.
• Builds slide deck for CEO
• Files all LOA and keep track of all reporting due dates for grants

Board Support and Liaison

• Serves as the administrative liaison to Board of Directors and Advisory Board of Directors.
• Assists board members with travel arrangements, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships with all board members.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board andboard committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Schedules monthly Board meetings (virtual and/or face to face) ensuring all board packets are completed and board minutes are sent out 7 days in advance.
• Attend Board of Directors meetings and take minutes.
• Collect board meeting reports from CEO’s direct reports on the senior leadership team.
• Communicates with the board as directed by CEO i.e., emails etc.
• Updates Board contact list and committee structure list.
• Prepares for all board meetings and committee meetings.
• Keeps minutes of board and committee meetings on file.

Communications, Partnerships, and Outreach

• Ensures the CEO bio is kept updated and responds to requests for materials regardingthe CEO and the organization in general.
• Edits and completes first drafts for written communications to external stake holders.
• Works with the Development Team/VP of Development to coordinate executive outreach activities.
• Edits all, and create acknowledgment letters when needed to donors.
• Drafts emails for CEO.
• And All other duties related or assigned.

Qualifications

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Extraordinarily strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Expert level written and verbal communication skills.
• Demonstrate proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity.
• Proven ability to manage confidential information with discretion, be able to adapt to various competing demands, and demonstrate the highest level of customer/client service and response.

Education and Experience Requirements

• Bachelor’s degree required
• Strong Tenure: 5 to 10 years of experience supporting C- Level Executives; preferably in a nonprofit organization
• Experience and interest in internal and external communications, partnership development, and fundraising
• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat and Social Media Web Platforms

Physical requirements: Includes some physical exertion such as lifting, stretching

and bending in an office setting as well as sitting for long periods of time.

The work environment is in a club environment and includes interaction

with children ages 6-18 and can be noisy at times.

DISCLAIMER:

The information presented indicates the general nature and level of work expected of employees in this classification. It is not designed to contain, nor to be interpreted as, a comprehensive inventory of all duties, responsibilities, qualifications, and objectives required of employees assigned to this job.