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Form of workJob Summary
As the Executive Assistant to the CEO, you will play a crucial role in supporting the CEO in various administrative, organizational, and communication tasks. You will be responsible for managing the CEO's calendar, coordinating relationships with key stakeholders, preparing for meetings, providing administrative support for CRM fundraising activities, assisting with event coordination, and supporting the Board of Directors.
Primary Responsibilities
1. Calendar Management
- Efficiently manage the CEO's schedule, including scheduling meetings, appointments, and travel arrangements.
- Prioritize and coordinate commitments to optimize the CEO's time and productivity.
- Ensure the CEO is well-prepared for all engagements and meetings.
2. Relationship Management
- Serve as a primary point of contact for internal and external stakeholders, maintaining professional and positive relationships on behalf of the CEO.
- Facilitate communication between the CEO and stakeholders, including clients, partners, and employees.
- Handle correspondence and inquiries with professionalism and discretion.
3. Meeting Preparation and Organizing
- Assist in preparing agendas, presentations, and necessary materials for meetings.
- Coordinate meeting logistics, including room bookings, technology setup, and catering.
- Take minutes during meetings and distribute action items to relevant parties.
4. Fundraising Administrative Support
- Provide administrative assistance in managing the CRM system for fundraising activities.
- Assist in maintaining donor records, generating reports, and tracking fundraising progress.
- Coordinate communication and follow-up with donors as directed by the CEO.
5. Event Support
- Support the planning and executing various events, including fundraisers, conferences, and networking events.
- Assist in coordinating event logistics, such as venue selection, guest lists, invitations, and onsite support.
- Ensure all event-related tasks are completed in a timely and organized manner.
6. Board of Directors Support
- Assist in preparing materials for board meetings, including agendas, reports, and presentations.
- Coordinate logistics for board meetings, including scheduling, venue booking, and catering.
- Maintain accurate records of board meetings, resolutions, and official documents.
Skills and Qualifications
- Proven experience as an Executive Assistant or in a similar role, preferably supporting C-level executives.
- Excellent organizational and time-management skills, with the ability to multitask and prioritize effectively.
- Strong communication and interpersonal abilities, with a professional and approachable demeanor.
- Proficiency in office software (e.g., Microsoft Office suite) and familiarity with CRM systems.
- Discretion and confidentiality in handling sensitive information.
- Bachelor's degree or equivalent experience preferred.
Physical Requirements and Work Conditions
- This position may require occasional flexibility in working hours.
- The successful candidate will be able to work closely with the CEO and contribute to the organization's success through effective support and coordination.
- The physical demands and work environment are representative of that which will be required by an employee to successfully perform the essential functions of this job.
- Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Sitting/standing for prolonged periods of time.
- The noise level in the work environment is usually moderate office noise but may vary on occasion if circumstances require.
- Regular attendance during regularly scheduled business hours is expected. However, this position requires occasional flexibility in work hours as needed to accomplish department goals and objectives.
Note: This job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of responsibilities, skills, efforts, or working conditions associated with it. Responsibilities may evolve over time in alignment with organizational needs.
Equal Opportunity Employer
SafeNest is an Equal Opportunity Employer that does not discriminate based on actual or
perceived race, creed, color, religion, national origin, ancestry, citizenship status, age,
disability, sex, marital status, veteran status, gender identity, sexual orientation, genetic
information, or any other characteristic protected by applicable federal, state or local laws.
