Executive Assistant

The Executive Assistant is responsible for providing high-level administrative support to the Director of Operations and Chief of Staff, Chief Executive Officer (CEO) and other senior staff.ESSENTIAL FUNCTIONS• Manage the CEO’s schedule including creating invitations, responding to appointment invitations, coordinating related materials, prioritizing meetings aligned with the goals of the organization and priorities of the CEO, and meeting with the CEO regularly to understand priorities, context, and responsibilities.• Plan and coordinate travel for the CEO and other senior staff, including creating complete itineraries and managing related expenses.• Manage CEO’s email including tracking and prioritizing response/action items.• Responsible for day-to-day office operations tasks including but not limited to processing ingoing and outgoing mail and packages; greeting visitors; answering phone, routing calls, and taking messages; making copies; managing inventory and stocking of kitchen and supplies; caring for office plants, etc.• Plan and coordinate events both internal and external from initial planning stages to post-event evaluation.• Prepare internal and external company documents such as financial statements, reports, memos, letters and other documents and communications including conducting research as needed to prepare such documents.• Coordinate executive communications from the CEO to internal and external audiences including taking calls, screening and responding to emails, and interacting with clients, key stakeholders, and employees.• File and maintain company records, documents, and reports.• Responsible for scheduling staff and Board meetings, testing links and other technology, and supporting meetings in virtual and in-person spaces.• Record meeting minutes from quarterly board meetings and other meetings as needed.• Complete monthly expense reports for the CEO in alignment with company standards.• Report to work on a regular basis and is available for occasional after-hours emergency calls and projects.ADDITIONAL RESPONSIBILITIES• May be asked to perform additional duties not listed in the job description as required by business needs.JOB QUALIFICATIONS• Experience providing executive assistance, customer service, or administrative support.• Advanced Microsoft Office suite and skills.• Fervent attention to detail and ability to manage multiple priorities.• Strong organizational and time management skills.• Strong communication skills both written and oral.• Strong interpersonal skills with the ability to effectively manage relationships both internally and with external clients, key stakeholders, and vendors.• Ability to learn and use organizational software and systems.• Ability to problem-solve, be resourceful, flexible, and creative.• A high degree of professionalism and the ability to handle sensitive information with discretion.• For remote work, dedicated work area that is quiet enough for employee to concentrate is required. Must have homeowner’s or renter’s insurance and the ability to comply with company technology, safety, and health requirements.• Ability to travel on occasion as required to attend meetings and/or events.• Ability to frequently operate a computer and other office productivity machinery.• Ability to lift up to twenty (20) pounds.• Ability to perform the essential functions with or without a reasonable accommodation.• May require more than forty (40) hours per week to perform the essential duties of the position.The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of job functions, responsibilities, or requirements and does not include the general job performance expectations applicable to all employees (e.g., regular, timely attendance).

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