Executive Assistant and Special Projects Associate

This position manages the Office of the Chief Executive Officer serves as a liaison to the Board of Directors and the Leadership Team and oversees Special Projects. The Executive Assistant/Special Projects Associate provides administrative support and coordinates several projects overseen by the CEO, particularly in policy research, fundraising campaigns, strategic planning, and communications. The individual in this role must be comfortable working efficiently in a fast-paced work environment. This candidate must have strong written and verbal communication, administrative, and organizational skills. We are looking for an individual interested in pursuing a career in nonprofit administration as this position offers a wide array of administrative and leadership experiences.

DUTIES AND RESPONSIBILITIES:

Executive Support

• Completes a broad variety of administrative tasks for the CEO including, but not limited to managing calendar appointments; composing and preparing correspondences; facilitating all signature requests; and organizing and compiling documents for meetings.

• Communicates directly with Board members, donors, and other stakeholders on matters related to the CEO’s initiatives.

• Researches and follows up on incoming issues addressed to the CEO, including those sensitive or confidential.

• Keeps the CEO well-informed and prepared for upcoming commitments and responsibilities, following up appropriately.

• Completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks that facilitate the CEO’s ability to lead the organization effectively.

• Prioritizes conflicting needs, handles matters expeditiously and proactively, and follows through on projects to completion, often with deadline pressures.

• Keeps the CEO’s technological equipment up to date with any changes made to internal systems.

• Assists with the creation of administrative procedures and development of communications systems.

• Participates as an adjunct member of the Leadership Team including scheduling, attending meetings, preparing agendas, and taking minutes as needed.

• Arranges all Board meetings promptly including collecting all relevant materials for the Board members, setting up conference lines, and taking minutes.

• Keeps updated records of the Board members including onboarding materials, contact information, and committee memberships.

• Creates and maintains an agency-wide calendar each fiscal year.

Special Projects

• Supports CEO in conducting targeted research projects on legislative and policy proposals.

• Acts as the key contact person for all correspondence related to Special Projects keeping all documents organized and up to date.

• Ensures the progress of Special Projects through coordinating meetings between the Leadership Team, key staff, Board members, and donors.

• Oversees event planning for internal organization-wide events, such as all staff meetings and staff picnics, in collaboration with the Human Resources Department.

Development Support

• Oversees media communications, in conjunction with the Marketing & Communications Specialist: preparing press kits, and press releases and following up with media inquiries.

• Develop marketing materials, including PowerPoint presentations for external communications.

• Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.

•Supports the CEO with individual donor cultivation including scheduling meetings and site visits.

QUALIFICATIONS:

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.

• Demonstrated project management skills.

• Superb interpersonal skills and the ability to build relationships with various stakeholders, including staff, Board of Directors, external partners, and donors.

• Expert-level written skills.

• Demonstrated resourcefulness abilities and problem-solving skills.

• Forward-looking thinker who actively seeks opportunities and proposes solutions.

•High ambition to build a career in non-profit management.

• Commitment to the mission of Gads Hill Center

EDUCATION AND EXPERIENCE REQUIREMENTS:

• Bachelor’s degree required.

• Minimum two years of administrative experience.

• Proficient in Microsoft Office, Adobe, Outlook, and social media web platforms.