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Job Summary
We are seeking a highly organized and experienced Executive Assistant to support our CEO on a day-to-day basis. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to daily topics with a high level of professionalism and confidentiality.
Key Responsibilities
Be a liaison between the CEO and internal/external stakeholders, managing communication and correspondence efficiently and professionally.
Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO's style and organization policy.
Manage and anticipate the CEO agenda, including scheduling meetings, appointments, travels, ensuring alignment with priorities and objectives; proactively anticipate scheduling conflicts and make necessary adjustments to optimize the CEO time and availability.
Work with the Coordination Team to coordinate the CEO's outreach activities. Follow up on contacts made by the CEO to cultivate ongoing projects.
Arrange travel accommodations and itineraries for other employees, when needed.
Manage all aspects of organization's office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows.
Manage information systems operations including hardware, software, desktop support, telecommunications. Prepare budget recommendations.
Develop partnerships for employees with local entities.
Provide event management support as requested and needed.
Requirements
Bachelor's degree in Administration, Management, or a related field.
Proven experience as an Executive Assistant or in a similar role, preferably supporting C-level executives; office management experience will be an important plus.
High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, and funded partners.
Exceptional organizational and time-management skills, with the ability to prioritize tasks and manage multiple responsibilities simultaneously.
Strong communication skills, both written and verbal, with the ability to interact professionally with all levels of the organization.
Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace) and familiarity with virtual communication tools (e.g., Zoom, Slack).
Ability to maintain confidentiality and handle sensitive information with discretion.
Problem solving effectively and efficiently.
Multi-tasker with clear priority setting.
Friendly, energetic, proactive, responsible, practical, a team worker, rigorous and detail-oriented.
