Executive Assistant/Chief Of Staff

Job Purpose: The Executive Assistant/Chief of Staff at the Descendants Truth and Reconciliation Foundation provides high-level administrative support to the President and Program Manager and may be required to provide support to the Chair of the Board and CEO. This position supports day-to-day operations which, in part, includes maintaining an open corporate office at 598 Harding Blvd Baton Rouge, Louisiana. This role plays a critical part in ensuring the smooth functioning of the organization and maintaining effective communication between the executive team and internal/external stakeholders.
Essential Functions:
Administrative Support:

• Manage calendars, schedule appointments, and coordinate meetings for the executive team.
• Prepare and distribute correspondence, reports, and presentations as required.
• Organize and maintain electronic and physical files, ensuring easy accessibility and confidentiality.
• Handle incoming calls, emails, and other communications, responding or redirecting as necessary.
• Make travel arrangements and coordinate logistics for executive team members as may be requested.

Meeting and Event Coordination:

• Plan, coordinate, and execute meetings, conferences, and special events, including logistics, agenda preparation, and attendee coordination.
• Prepare meeting materials, take accurate minutes, and distribute them to relevant participants.
• Coordinate with internal teams and external stakeholders to ensure smooth execution of meetings and events.
• Assist with the preparation and dissemination of meeting agendas, supporting documents, and follow-up actions.

Communication and Relationship Management:

• Serve as a liaison between the executive team and internal/external stakeholders, maintaining professional and timely communication.
• Draft and edit correspondence, reports, and presentations, ensuring accuracy and clarity.
• Build and maintain positive relationships with key stakeholders, including board members, partners, and staff.
• Provide support for internal and external communications, including drafting announcements, newsletters, and other materials.

Confidentiality and Professionalism:

• Handle sensitive and confidential information with utmost discretion and professionalism.
• Demonstrate professionalism and diplomacy in all interactions, both internal and external.
• Uphold the organization's values and represent it in a positive and professional manner.

Physical Requirements:

• Ability to sit or stand for extended periods.
• Manual dexterity to operate standard office equipment.
• Occasional lifting and carrying of weight may be required.

Work Environment:

• The Executive Assistant will be required to work both virtually or in-office as determined by the President.
• Occasional travel may be required for meetings or events.

Minimum Qualifications:

• An associate degree in a business or administrative discipline or equivalent experience,
• Preferred Bachelor Degree
• A minimum of 4-6 years in an administrative or executive support role.
• Strong organizational and time management skills, with the ability to prioritize tasks and manage multiple deadlines.
• Excellent verbal and written communication skills.
• Proficiency in using office productivity tools (e.g., Microsoft Office Suite, Google Workspace).
• Demonstrated ability to handle confidential information with discretion.

Preferred Qualifications:

• Knowledge and experience in nonprofit management/administration.