Executive Assistant to the President/CEO

SUMMARY DESCRIPTIONThe Executive Assistant (EA) to the President/CEO manages the administrative and operational work of the Executive Office. This position also supports department heads with projects and assignments as they relate to the Executive Team and the President. In addition, the EA serves as the organization’s liaison to the Board of Directors and assists the Board with requests for information on the projects and activities of the President’s office. The EA serves as a bridge for smooth communication between the President and staff as well as external partners, donors, stakeholders, and media, demonstrating leadership in maintaining credibility, trust, and support for the President’s office. On behalf of the President, the EA assigns work to appropriate staff, including the Executive Team, and performs a variety of highly responsible, confidential, and complex administrative duties.What You'll Accomplish:SchedulingWith up-front preparation, review and planning--maintain the President’s calendar, keeping appointments and meetings on time or changing schedules when necessary.Scheduling includes:Staff, program, and department meetings.External meetings both individual and group.Manage meetings (where notes are taken and distributed).Media interviews both in-person and over the phone (in coordination with the Communications Department).All travel plans for meetings, presentations, speaking engagements, and conferences.General Administrative SupportExercise independent judgment in coordinating the President’s administrative needs. Complete a broad variety of administrative tasks that facilitate the President’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; contract review and approvals, and completing expense reports.Ability to anticipate the President’s needs and proactively bring together appropriate people and resources to address issues.Coordinate and maintain minutes and action items for all Executive Team meetings, retreats, staff meetings, and events as needed.Manage the President’s travel arrangements and proactively coordinate the pre-planning of trips with various internal functions, including arranging appropriate travel, visas, agendas and necessary contacts, country information, materials, and other necessary preparations. Complete travel reports and check requests.Arrange for conferences and meetings in the office (including ordering food, providing materials, coordinating conference set up and take down).Manage general problems such as complaints or requests for information as appropriate.Research and provide information on subjects as required. Refer requests for specific information about technical or specialized matters to appropriate individuals.Review or coordinate mail, contracts, and documents for signature.External RelationsAct as the President’s representative and ambassador to external constituents.Serve as the primary point of contact on all external matters pertaining to the President, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response.Work with the Executive Team to coordinate the President’s outreach activities. Follow up on contacts made by the President to cultivate ongoing relationships.Board of DirectorsSet up and schedule Board meetings.Manage effective contacts and relationships with Board Members, including arranging select board member travel arrangements and board meeting logistics, and acting as a first point of contact for Board Member queries.Prepare briefing books for Board meetings.Serve as a contact for Board members when they need assistance with projects or securing information.Maintain files related to the Board (including correspondence files, briefing books, up-to-date list of the Board and their addresses, solicitation packets/information, and miscellaneous items).Serve as the recording secretary and maintain all minutes and Board action items.Information ManagementIndependently prepare correspondence or assign to others as appropriate. Translate information and prepare from rough drafts or verbal instructions.Maintain the President’s personal mailing list in database form.Develop and maintain the President filing systems. Maintain records; locate files, documents, and other information as necessary.Perform other duties as directed by the President.Skills You'll Bring to the Role:Three (3) to five (5) years executive administrative support or related experience.Bachelor’s Degree in related field required.Exceptional organizational skills and impeccable attention to detail.Outstanding written and communication skills and ability to interact and communicate with individuals at all levels both written and orally.Knowledge of administrative and clerical procedures and systems such as managing files and records, and other office procedures and terminology preferably in a non-profit setting.Technical proficiency and knowledge of a variety of computer software applications including Photoshop, Microsoft Word, Excel, PowerPoint, and Outlook and ability to design and edit graphic presentations and materials.High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, donors, and partners.Ability to complete a high volume of tasks and projects with little or no guidance.Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.Ability to work in a fast-paced, team-oriented environment while juggling multiple projects and deadlines.Mature and flexible with excellent judgment and able to maintain a high level of integrity and discretion in handling confidential information.Ability to demonstrate poise, tact, and diplomacy, switch gears and remain calm, responsive and focused.Ability to prioritize the President’s needs and leadership style.WHY JOIN THE CAMPAIGN FOR TOBACCO FREE KIDS?•100% company paid health, vision, and dental for you; 70-80% contribution to these coverages for your dependents.•Paid parental leave benefits (4 weeks paid maternity/paternity leave), in addition to the federal and local leave provisions.•403b plan participation (with 9% company contribution)•10 paid company holidays, 15 vacation days, 10 sick days, and 5 personal days (on an accrual basis each calendar year)•A hybrid work schedule (3 days in office; 2 days remote)PHYSICAL DEMANDSThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee is occasionally required to walk; sit; use hands to grasp objects; reach with hands and arms; balance, stoop, kneel, or crouch; speak or listen. The employee must occasionally lift and/or carry up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

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