Executive Assistant

Position Summary

Reporting directly to the CEO, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for matters pertaining to the Office of the CEO. The Executive Assistant also serves as a liaison to the Board of Directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and may be assigned to oversee special projects.

The Executive Assistant must be creative and enjoy working within a small, innovative environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with exemplary written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Essential Duties and Responsibilities include the following:

Other duties may be assigned, as necessary.

• Completes a broad variety of administrative tasks for the CEO including: managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Plans, coordinates, and ensures the administrative staff schedule is maintained and assists with collaborative coordination amongst team in priding coverage of duties for the main office. Provides training and resources to administrative staff upon request.
• Communicates directly, and on behalf of the CEO, with Board members, staff, and others, on matters related to the CEO's programmatic initiatives. Assists the Executive in reviewing emails and prioritizing the replies.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Facilitates a bridge to other APCA staff to maintain credibility, trust, and support with senior management staff.
• Works closely and effectively with the Executive 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 Executive updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the Executive, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive's ability to effectively lead.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Board Support and Liaison: scheduling, preparing, staffing (including recoding summary minutes of meetings) full Board meetings, and select Board committees. Maintaining roster, calendar of events, orientation, communication.
• Maintains discretion and confidentiality in relationships
• Assists in coordinating the agenda of senior management team meetings and off-sites
• Edits and completes first drafts for written communications to external stake holders
• Follows up on contacts made by the Executive and supports the cultivation of ongoing relationships
• Hold and be responsible for a corporate credit card

Qualifications / Knowledge

Required

• Bachelor's degree
• 1 to 4 years of experience supporting Executives, preferably in a non-profit organization
• Experience and interest in internal and external communications and partnership development
• Highly proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Knowledge of the Community Health Center Program desired.

Skills and Abilities

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very 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
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Emotional maturity
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions

Supervisory Relationship

• Received
  • Works under the direct supervision of CEO. Performance is assessed through review of work, integration, and cooperation within the Department and APCA, communication with all stakeholders, quality and timeliness of deliverables and associated criteria.