Address
Form of work
SalaryExecutive Assistant
Department
Administrative
Job Status
Full-Time
Reports To
CEO
Job Type
Regular
Positions Supervised
None
FLSA Status
Exempt
Amount of Travel
20%
Work Schedule
M-F 9am-6pm, Occasional mornings, evenings and weekends
POSITION SUMMARY
Under the direction of the Chief Executive Officer, the Executive Assistant is responsible for providing high level administrative support to the Chief Executive Officer, Board of Directors, and secondarily to the Senior Leadership team members.
ESSENTIAL FUNCTIONS
Reasonable Accommodation Statement:
To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.
Essential Functions Statement(s):
1. Executive Assistance duties:
- Assists the CEO in implementation of the Strategic Plan.
- Maintains CEO’s calendar and creates agendas when necessary.
- Manages CEO’s emails.
- Proofreads and edits CEO reports and other communications.
- Drafts emails and correspondences for CEO.
- Utilizes appropriate computer software systems to prepare reports, memos, letters, slide decks, graphs, and other documents and charts.
- Prepares monthly staff meeting: space, agenda, Teams reminder, presentation, breakfasts and minutes.
- Prepares leadership team agendas.
- Ensures CEO has appropriate materials ready to take to meetings.
- Works with FIT and the Chief People and Culture Officer as needed to ensure connectivity for remote meetings.
- Assists, attends, and collaborates with the logistics of all organizational-wide events.
- Supports the Advancement Team during the planning for Clambake and other fundraising events.
- Tracks action items for Grants Management, Clambake, Capitol Partners, and other meetings as assigned.
- Coordinates invites and logistics for donor events, City Club forums, professional development, and networking events for CEO and staff.
- Ensures community partners and site personnel are invited to key ODA events including Lights on Afterschool.
- Prepares documents and workbooks to support efficiency of CEO as assigned.
- Facilitates appropriate information coming in and out of the CEO office.
- Assists with creating and maintaining ODA at-a-glance calendars.
- Maintains clarity of AllStaff calendar.
- Greets and welcomes CEO’s visitors and guests upon arrival at the office.
- Greets staff as they enter the office.
- Processes CEO’s travel reimbursements.
- Ensures front desk area and entryway are tidy and presentable.
- Gets mail.
- Visits sites and attends programming events.
2. Board Management:
- Serves as the liaison between the Board and CEO.
- Manages Board and Committee meeting agendas.
- Prepares the board meeting packet by soliciting reports, editing reports, uploading to BoardPaq
- Coordinates all logistics for Board of Directors meetings including scheduling, space, meal, name plaques, and social activity coordination.
- Attends Board of Directors meetings.
- Prepares Board meeting minutes.
- Tracks attendance for all board and committee meetings.
- Tracks action items for Board of Directors and other committee meetings.
- Keeps BoardPaq updated.
- Manages board recruitment and onboarding process.
- Maintains rosters and contact lists for Board of Directors and assigned committees.
- Creates the Board and Committee meeting schedule in collaboration with CEO.
- Annually schedules all board and committee meetings in Outlook calendar and BoardPaq.
- Supports Governance in tracking annual forms, pledges, slate of officers’ vote, and adherence to bylaws.
- Organizes board visit to programming in partnership with the Director of Engagement.
- Coordinates Board social.
- Maintains an organized online filing system for Board of Directors.
3. Advances the Organization’s professional image.
- Promotes the organization’s mission, philosophy, and vision.
- Positively contributes to a culture of inclusion and belonging.
- Maintains open and effective communications.
- Uses problem-solving techniques to tactfully address questions and concerns.
- Serves as an information resource.
- Maintains a professional appearance. Wears work attire appropriate for position.
- Maintains the confidentiality of privileged information.
4. Assists with other organization initiatives as necessary.
POSITION QUALIFICATIONS
Competency Statements:
- 100% For Our Kids: Places scholar success and safety above all else.
- Curiosity: Asks hard questions, intentionally seeks continuous development.
- Preparedness: Is intentional in the work, plans each step and interrogates every choice while exploring even unconventional options.
- Positive Intent: Chooses to believe everyone is working to the best of their ability and with the best interests of the organization and our communities in mind.
- Progress: Strives to always be better.
- Equity: Promotes and embodies fairness and impartiality.
- Collaboration: Works with others to better serve our community.
- Inclusivity: Listens to everyone’s ideas and treats everyone equal.
- Communication: Communicates authentically and transparently making sure everyone is informed timely and appropriately of necessary information.
- Empathy/Compassion: Does the best to walk a mile in someone else’s shoes, always aims to establish a trusting and safe space for everyone to be their authentic selves.
SKILLS & ABILITIES
Education:
- Bachelor’s degree required.
Experience:
- Experience in a non-profit setting highly desirable.
Technical Skills:
- Proficient in Microsoft Office Suite
- Project Management
- Strong Organizational Skills
- Ability to work multiple projects simultaneously
Other Requirements:
- Valid driver’s license
PHYSICAL DEMANDS
N (Not Applicable)
Activity is not applicable to this occupation.
O (Occasionally)
Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day)
F (Frequently)
Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)
C (Constantly)
Occupation requires this activity more than 66% of the time (5.5+ hrs/day)
Physical Demands
Lift/Carry
Speak
F
Stand
O
Walk
F
Sit
F
Handling /Fingering
F
Reach Outward
O
Reach Above Shoulder
O
Climb
N
Climb Stairs
O
Crawl
N
Squat or Kneel
O
Bend
O
10 lbs or less
C
11-20 lbs
O
21-50 lbs
N
51-100 lbs
N
Over 100 lbs
N
Push/Pull
12 lbs or less
O
13-25 lbs
N
26-40 lbs
N
41-100 lbs
N
Other Physical Requirements, e.g., Vision, Hearing, Touch:
- Candidate must be able to perform the role with or without reasonable accommodations.
WORK ENVIRONMENT
- A school environment in a controlled atmosphere building.
