GENERAL JOB INFORMATION
Reports To (Title):
Chief Executive Officer
Date Last Reviewed:
The Executive Assistant works cross-functionally with Senior Team and colleagues across the organization to coordinate and provide direct administrative support to the CEO and CFO.
Essential Function 1:
Administrative and Executive Support
- Schedules and maintains calendars of the CEO and CFO, expense reports, other reporting and mileage reports
- Creates and modifies documents such as invoices, reports, memos, letters, and financial statements
- Coordinates ordering of CEO office supplies with receptionist/Administrative Assistant when
- Coordinates, facilitates, and provides logistical support for organizational, community initiatives led by CEO
- Schedules and provides support for Senior Team Meetings and 1:1 Meetings with CEO's direct reports
- Coordinates completion of annual forms, UWW membership, Conflict-of-Interest, Relationship disclosure, Code of Ethics and Conduct, SOS Charitable organization
- Provide administrative support to CEO as s/he operationalizes strategic, annual and culture improvement plans
- Provides logistical and administrative support to CEO for All Hands and Board of Directors Orientation
- Coordinates production and distribution of brand compliant agendas, information packages/binders, meeting set up, and related materials
Essential Function 2:
Executive Volunteer Leadership Support
- Provides logistical and administrative support to CEO for Board of Directors, Executive Committee, Social Innovation Board, Nominations Committee, Strategic Planning Committee, etc.
- Provides logistical and administrative support to the CFO for Finance Committee and related meetings
- Records meeting notes
- Coordinates production and distribution of brand compliant agendas, information packages, meeting set up, minutes, board membership rotation/demographics, and related materials
- Coordinates production of brand compliant meeting presentations and correspondence as directed
- Updates and maintains constituent information in appropriate organizational databases and provides demographic analysis when required
- Performs other functions as directed by the CEO
- Actively participates in all TUW events and activities, demonstrating the ability to be a good colleague and team builder
- Participates as a champion, project lead, and/or member of organizational development teams as required
- Files and retrieves organizational documents, records and reports
- Maintains confidentiality in all aspects of employee, volunteer, board, and organizational information
- Provides coverage for Front Desk Administrative Assistant/ Receptionist if needed
- Complete Andar training as appropriate when offered
- Bachelor’s degree and 3 years of Director or Vice President level administrative support experience OR high school diploma and a minimum of 8 years Director of Vice President level administrative support experience.
- 1 year project management experience preferred.
- Experience working with nonprofit boards, volunteers, or social service programs preferred.
- Thorough understanding of customer relationship management, project management and continuous quality improvement principles.
- Critical thinking skills.
- Very detail oriented and organized.
- Ability to handle different deadline driven items at the same time.
- Ability to communicate and maneuver different communication and management styles.
- Knowledge of office management principles and practices.
- High proficiency in Microsoft PowerPoint
- Advanced user level Microsoft Office and database skills.
- Superb written and oral communication skills.
- Excellent organization and time management skills.
- Ability to work independently and as part of a team.
- Ability to follow oral and written instructions.
- Ability to interpret and understand metrics, measurements and outcomes.
- Ability to coordinate multiple projects.
PHYSICAL DEMANDS OF JOB
- Exertion of up to 20 pounds of force occasionally, and/or a negligible amount of force constantly to move objects, within the office setting and relating to the position.
- Must frequently use typical office equipment (telephone, multi-functional devices, postage meter, etc.).
- Most of time spent at desk.
- Communicates with constituents, staff, volunteers, board members and/or partners by phone and in person.
- Routinely required to be mobile within the office and or travel occasionally to offsite locations
- Primarily works in a climate controlled office-based setting.
Please Note: Requirements, skills, and abilities described above are representative of those that must be met by an employee to successfully perform the essential functions of this position with or without reasonable accommodation. In no instance, however, should the duties, responsibilities, and requirements be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate. Duties, responsibilities and activities may change at any time with or without notice.