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SalaryPosition Summary: In support of the National Abortion Federation's (NAF) mission, the Executive Assistant (EA) provides seamless administrative support to NAF's President & CEO. This role reports directly to the President & CEO and requires exceptional organizational skills, attention to detail, discretion with confidential information, project management skills, and flexibility to take on special projects. The EA will engage with Board Members, donors, staff, partners, and a wide range of other external contacts and is expected to consistently carry out their responsibilities with a warm, professional, and highly customer-focused approach.
Essential Duties and Responsibilities:
- Provides executive-level administrative support to the President & CEO:
- Manages and optimizes active calendars ensuring they reflect the CEO's priorities; effectively prioritizes internal and external scheduling requests.
- Expertly manages in-person and remote meeting logistics; prepares materials, reserves conference spaces, tracks and confirms participant attendance, manages technology and setup of audio/video meeting platforms.
- Coordinates travel arrangements; books transportation, lodging, and meeting accommodations; prepares itineraries, agendas, and meeting materials for the CEO.
- Develops a high level of understanding and sensitivity about all components of NAF’s.
- business operation and perceptions of the external world to NAF and our mission.
- Researches, prioritizes, and follows up on incoming requests, including those of a sensitive or confidential nature.
- Coordinate department expense tracking and timekeeping processes in a timely way.
- Assists senior leadership team members as needed.
- Coordinates systems and processes that support the work of the Board of Directors and its officers, committees, and the senior leadership team members that partner with those committees.
- Attends and manages the logistics of all NAF Board meetings; attends and supports the logistics of some NAF Board committee meetings and other Board activities.
- Prepares meeting materials and minutes; updates and maintains documents on online Board platform.
- Schedules meetings in collaboration with Board Officers, Committee Chairs, and senior leadership staff members.
- Provides administrative support for Board nominating process; tracks Board terms, demographics, and engagement to provide the Board leadership and the CEO with information on open positions and members' eligibility to serve additional terms; gathers and prepares biographical and contact information of Board nominees.
- Coordinates new Board member orientation and onboarding processes, including preparation and regular updating of Board manual.
- Coordinates annual documentation processes with Board members and SLT members.
- Maintains current, up-to-date knowledge of Board of Director polices, requirements, and procedures as set forth in the bylaws.
- Collaborates with the Development team to facilitate donor relations with the President & CEO and Board of Directors.
- Partners with the Development department to coordinate the President & CEO donor schedule; makes appointments.
- Ensures that the President & CEO has sufficient data in advance of donor contacts.
- Coordinates systems and processes that support the CEO's donor stewardship efforts.
- Fosters positive relationships with key prospects and donors whenever possible so that donors feel comfortable interacting in the absence of the President & CEO.
- Attends Development department meetings and events as needed.
- Provides additional administrative and office management support as needed within the organization.
- Develops a working knowledge of core administrative technologies, including Microsoft 365, RingCentral. and intranet.
- Engages with members of other departments to understand and support cross-functional administrative needs.
- Provide efficient remote office management by answering calls, distributing faxes, ordering supplies, opening, and sorting mail.
- Conducts special projects and assignments for the Office of the President
- Research pertinent issues at the direction of the CEO; determines priorities, gains the cooperation of other stakeholders, prepares information in written, spreadsheet, and/or presentation formats.
- Plans and executes staff appreciation activities throughout the year. Provide backup support to other functions in the Office of the President. Assists other department members as needed to ensure an effective, customer-oriented Office of the President.
- Performs other duties as assigned.
Qualifications, Knowledge, and Skills Required:
- Bachelor’s degree with a minimum of three (3) to five (5) years of professional executive administrative support experience.
- Strong commitment to NAF’s mission in support of abortion access and organizational values, including diversity, equity, inclusion, and anti-racism.
- Strong attention to detail with the ability to juggle multiple projects and conduct timely follow-up for project completion.
- Extremely organized with strong multi-tasking and time-management skills.
- Database experience and excellent written and oral communications skills.
- High proficiency with Microsoft Office 365, Outlook, Excel, and PowerPoint.
- Working knowledge of Robert’s Rules of Order and common not-for-profit governance practices or willingness to learn.
- Resourceful problem-solver.
- This position is remote and requires limited travel for in-person meetings or events.
ADA Specifications:
- Normal demands associated with an in-office and remote based office environment.
- Ability to work on computer for prolonged periods, communicate with individuals by telephone, e-mail, face to face and video conferencing technologies.
- Travel up to 25% as required.
The above statements are intended to describe the general nature and level of work being performed by the individual(s) assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities, and skills required. Management reserves the right to modify, add, or remove duties and to assign other duties, as necessary. In addition, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
