Executive Assistant To The President & Ceo 24-00108

Position
Executive Assistant to the President/CEO
Description
Reporting to the President and CEO, the Executive Assistant position's primary focus is to support the President/CEO and the broad activities of the Foundation's core programs and operations. The Executive Assistant will multitask, prioritize incoming requests, and work with initiative without requiring close supervision. The role requires analytical and communication skills to appropriately prioritize duties, engage and work collaboratively with the team in a proactive and positive style, and to produce results on-time with meticulous attention to detail. S/he will have administrative duties such as scheduling meetings, scheduling travel and multi-person meeting coordination, drafting correspondence, and compiling and creating meeting materials; but will also be required to assist with special projects as required. Interest in youth development and/or sport recommended. S/he will be involved with a large range of contacts ranging from entry level to extremely high-level and may be exposed to sensitive information requiring discretion, good judgement and confidentiality. S/he will also coordinate/interface with other departments. This position requires comfort and agility in working in a fast-paced work environment and the ability to well-represent the organization and President & CEO to external audiences by phone and email.

• Support the President & CEO; with secondary administrative support to the Executive Team
• Receives and screens incoming calls and visitors, determines priority and alerts Executive accordingly
• Coordinates Executives schedules; confirms appointments and meetings; with as needed of required agendas and supporting materials as directed;
• Coordinates mutli-person conference calls and meetings; supports agenda development and material preparation; and manages conference line set-up
• Coordinates Executive travel, including but not limited to conference registration, travel authorizations, air bookings, lodging arrangements and ground transport
• Processes expense and reimbursements for Executive in accordance with policy.
• Formats a variety of documents, reports, memos, charts, slide presentations, and graphics for consistency;
• Drafts meeting minutes and circulates for review and timely completion, with experience serving as a Board Secretary;
• Supports data and document management, including filing, scanning and storing digital versions of documents in relevant enterprise content management systems
• Ability to exercise discretion in handling sensitive or confidential information or situations
• Extensive experience with engaging and interfacing with Boards of Directors/Trustees for scheduling and information
• Drafts straw content for Executive meetings, supports Board and Committee meetings with note-taking and action item follow-up
• Orders catering for Executive-owned meetings
• Managing list of topics for Board meetings; supports and coordinates with Senior leadership with board meeting preparation
• Manages collection process of supporting materials for Board meetings; Prepares and formats materials to ensure materials are Board-ready
• Runs, formats, and provides reports from relevant systems, Excel Workbooks, grants management system, and other databases as directed
• Fulfills information requests from internal or external stakeholders as directed
• Research news, youth and sport issues, policy and law, as well as background information on potential partners and contacts
• Supports the organization's commitment to diversity and inclusion, and values a diversity of perspectives
• Ability to be flexible and nimble to changing priorities and able to receive feedback;
• Collaborates both internally and with external stakeholders to capture, synthesize and share learning and knowledge outcomes with the ongoing execution of all activities as necessary.

Requirements

• Bachelor's Degree, or equivalent experience.
• 10-15 years' experience of increasing responsibility in administration and coordination, preferably as an Executive Assistant and Board Secretary, or similar
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook)
• Ability to use widely supported internet browsers
• Familiarity with databases and data mining/analysis
• Familiarity with grants management software and relational databases,
• Valid California Class C Driver License or the ability to utilize an alternative method of transportation when needed to carry out job-related essential functions
• Valid automobile liability insurance
• Excellent interpersonal skills, collegial and collaborative approach
• Identifies solutions to be responsive to stakeholder needs;
• Considers impact when executing daily tasks
• Mission-driven and self-directed, with a demonstrated passion for the organization work; strives to model organizational values through daily actions and behaviors
• Collaborates with peers to drive results in alignment with organizational and operational goals in support of the organization's mission; is able to work in cross-functional teams; is able to establish and maintain effective working relationships with co-workers, public officials, and the general public
• Communicates effectively both written and oral; demonstrates active listening and comprehension; selects and uses appropriate communication methods to keep others appropriately informed; able to tailor messages appropriately to various audiences
• Diplomacy skills to deal effectively and professionally with issues that arise with outside vendors and with internal stakeholders; demonstrated ability to pay close attention to details with excellent accuracy and completeness; ability to maintain the confidential nature of all employees and company proprietary and privileged information used or observed in the course of performing job duties
• Competent in required job skills and knowledge; ability to learn and apply new skills; ability to learn how to operate new systems quickly; demonstrated ability to set priorities, establish clear expectations and execute identified projects; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; knows how to use technology tools to effectively manage and expedite processes; uses resources effectively
• Works in an organized manner with strong attention to detail; prioritizes and plans work activities; ability to effectively manage overlapping projects and deadlines; ability to work under pressure, meet deadlines, and adjust to changing priorities; uses time efficiently; plans for additional resources; integrate changes smoothly; sets goals and objectives ; ability to manage high-performance projects

Additional Information
Full-Time, On-Site Position
Performance Based Temp-Hire
INDH