Executive Assistant

Summary:

Reporting directly to the Chiefs, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Chiefs. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts, and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.  

Desired Competencies:

• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors

• Expert level written and verbal communication skills

• Demonstrated proactive approaches to problem-solving with strong decision-making capability

• Emotional maturity

• Highly resourceful team-player, with the ability to also be extremely effective independently

• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response

• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment

• Forward-looking thinker, who actively seeks opportunities and proposes solutions Education and Experience Requirements

• Bachelor's degree required

• Strong work tenure: five to ten years of experience supporting C-Level Executives, preferably in a non-profit organization

• Experience and interest in internal and external communications, partnership development, and fundraising

• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms

Experience/Education:

• Bachelor's degree preferred

• Strong work tenure: five to ten years of experience supporting C-Level Executives, preferably in a non-profit organization

• Experience and interest in internal and external communications, partnership development, and fundraising

• Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media web platforms.

Roles Responsibilities:

Executive Support

• Plans, coordinates and ensures the Chief's schedule is followed and respected.

• Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the Chiefs' time and office.

• Communicates directly, and on behalf of the Chiefs, with Board members, donors, Foundation staff, and others, on matters related to Chiefs' programmatic initiatives.

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Chief, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

• Provides a bridge for smooth communication between the executive office and internal departments; demonstrating leadership to maintain credibility, trust, and support with senior management staff.

• Works closely and effectively with the Chiefs to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.

• Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the Chiefs updated.

• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the Chiefs, some of which may have organizational impact.

• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the Chiefs' ability to effectively lead the company.

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings

• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings

• Facilitates cross-divisional coordination of travel and outreach plans  

Board Support and Liaison

• Serves as the President's administrative liaison to Calvert Foundation's board of directors

• Assists board members with travel arrangements, lodging, and meal planning as needed

• Maintains discretion and confidentiality in relationships with all board members

• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Senior Management Liaison

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings

• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings

• Facilitates cross-divisional coordination of travel and outreach plans

Communications, Partnerships, and Outreach

• Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general

• Edits and completes first drafts for written communications to external stakeholders

Strategic Initiatives

• Works with the Strategic Initiatives team in coordinating the President's outreach activities

• Follows up on contacts made by the President and supports the cultivation of ongoing relationships Edits all, and creates acknowledgment letters from the President to donors