Executive Assistant to the President & CEO

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The Executive Assistant to the President & CEO provides services essential to the mission of the organization and the daily operations of the President’s Office.

This position also supports the organization’s Board of Directors. This individual will also assist with other special committees and task forces as determined by the President & CEO and support the activities of the Office of the President & CEO in maintaining good relations with partners, colleagues and other organizational contacts made in the normal course of conducting MMIW NC work.

• Completes various administrative tasks for the President & CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing confidential correspondence; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for meetings.
• Plans, coordinates and ensures the President & CEO’s schedule is followed and respected. Plans, coordinates and ensures the President & CEO’s schedule is well managed and updated daily. Provides assistance and guidance for internal and external requests for the President & CEO’s time and office.
• Attends some meetings with President & CEO and provides support (ie. notetaking etc.).
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President & CEO, including those of sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the President & CEO and internal departments.
• Works closely and effectively with the President & CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately.
• Provides assistance with networking, maintaining partnerships, and foster/building relationships crucial to the success of the organization.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President & CEO’s ability to effectively lead the organization.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Provides inbox management support for the President & CEO’s email.
• Makes and reviews all travel arrangements for the President & CEO, prepares the itinerary, confirms lodging and transportation, and processes travel.
• Maintains a direct, point-of-contact with all Board of Directors members for the President & CEO. Assists in the preparation and distribution of relevant materials to Board members as requested, and provides assistance and support to President & CEO, Vice-President and the Board of Directors.
• Supervises and manages the Administrative Assistant to ensure the day-to-day functionality of the President’s Office.
• Event preparation and planning as directed by the President & CEO.
• Talks about and answers general questions regarding the organization.
• Works closely with the Director of Operations.
• Performs other duties, as assigned.

• BS/BA or equivalent combination of education and/or experience required. Minimum 5 years’ experience supporting an Executive Director, President/CEO, COO, or other similar senior-level executive required. Baccalaureate degree preferred.
• Demonstrated ability to work with executives and to coordinate a high volume of diverse assignments, effectively handle competing priorities, and maintain attention to detail.
• Proficiency in use of Microsoft office applications including Word, Excel, and PowerPoint, as well as proficiency in Gmail/Google drive; ability to learn organization’s databases, content management system, scheduling system and other software as needed.
• Meticulous grammar, editing and writing, presentation and communication skills.
• Demonstrated ability to maintain confidentiality and use good judgment in making independent decisions with a high degree of tact and diplomacy.
• Excellent organization and customer service skills.
• Able to assist with day-to-day office cleaning and maintenance.