Executive Project Assistant
Reports to President/CEO
Type of Position – Full Time
Commensurate with Experience
Major Medical Insurance, Long/Short-Term Disability, Simple IRA Match, Paid Holidays, PTO Annual Accrual-3 weeks time in Yr 1, Life Insurance, and Mileage Reimbursement per policy
The Executive/Project Assistant (EA) will be responsible for supporting the President/CEO, the Board and the grant project team leadership. S/he will be responsible for maintaining the calendar of the President/CEO as well as responding to simple inquiries and re-directing said requests as appropriate. S/he will also be responsible for maintaining and updating the overall LM/VM team and activity calendar. The EA will also provide admin support to the Board of Directors and various sub-committees as required. S/he will be responsible for assisting with the preparation and distribution of Board materials as well as maintaining minutes and materials. As directed by the President/CEO, s/he will provide support to directors and their teams to prep for and execute LM/VM meetings and events.
Executive Administrative Support
- Performs a wide variety of administrative duties to support the work of the President/CEO, the Board, Project Director-Grants, and, as directed, senior staff.
- Efficiently handles a variety of projects and tasks simultaneously.
- Coordinates calendar, business meetings and appointments for the President/CEO, Project Director-Grants and Board members for LM related work. Prepares weekly agendas for the President’s over-all schedule
- Prepares 6 month calendar which includes planned activities, events, meetings, classes, planned time out of office for distribution to entire team. Updates bi-weekly based on input from team members, executives, Board.
- Under the close direction of the President/CEO and other senior staff, assists with prep and distribution of Board meeting and sub-committee meeting materials and documentation, including agenda planning, note taking, synthesizing outcomes, and distribution of materials as well as follow-on action items and organized retention of all records.
- Answers the telephone and screens calls for President/CEO, processes CEO incoming mail, and forwards messages and correspondence to the appropriate staff as needed
- Acts as an administrative liaison for the executive and senior staff by making appropriate decisions in their absence.
- Maintains stakeholder and constituent confidence and protects operations by keeping information confidential.
- As required, prepares and/or reviews, formats, and proofreads correspondence, reports, presentation materials (Powerpoint presentations, spreadsheets, etc.) and other documents to ensure accuracy and completeness.
- Establishes and maintains efficient filing systems for departmental and confidential materials.
- Completes assigned projects and follow-up on results.
- Prepares reports as required by collecting and analyzing information.
- As directed by the President/CEO, supports other departments with their tasks and projects as well as LM/VM events and meetings.
General Project Team Support
- Performs a wide variety of administrative duties to support the work of the grant Project Director
- As needed, assist project team members with coordinating and managing real time any project-related virtual meetings/events including calendaring, invitations and troubleshooting for participants during the meetings
- Handles overflow administrative work from team as needed including data collection and reporting
- Some college required – at least 2 years
- At least 4 years of administrative support experience with at least 2 in supporting a senior level executive
- Must have excellent organization and follow-up skills with ability to set priorities and meet deadlines with multiple tasks and projects simultaneously
- Must be proficient in the Microsoft Office program (Word, Excel, PowerPoint, and Outlook) or programs as indicated in the specific function within the department.
- Demonstrated skill and high level of proficiency in oral and written communication including spelling, grammar, punctuation, and composition.
- Ability to work after normally scheduled hours during the week and weekends occasionally
- Ability to lift 25 pounds
- Ability to use personal vehicle for work/meeting related events
- Four year college degree
- Professional certifications
- Prior experience in Board material preparation and interfacing with a Board of Directors
Competencies required for success
- Ability to work without close supervision, exercise independent judgment, and communicate effectively with high-level stakeholders where tact, diplomacy, and good judgment are essential.
- Ability to analyze situations and respond in a timely and appropriate manner
How to apply
Qualified candidates should submit their resume and a cover letter to firstname.lastname@example.org. Please note the name of the position you are applying for in the subject line of the e-mail.