Executive Assistant - Full-time

Job Summary:

The Executive Assistant position provides administrative support for the President/CEO (Visionary) and other members of the Senior Leadership Team. This role is a part of the Human Resource and Administration Team and will also provide administrative support for the people function. This role will manage external and internal vendor relationships and act as the office administrator for the front office.

Essential Job Duties:

• Provide high-level support and administrative assistance to the members of the Senior Leadership Team so that they can maximize their effectiveness, improve efficiency, and stay on task.
• Assist with Senior Leadership Team planning, workflow, and communications.
• Manage incoming communications (phone, e-mail, physical mail, visitors, etc.)
• Schedule appointments, maintain calendars, and coordinate meetings and travel.
• Organize and maintain files (digital and physical), correspondence and records.
• Update and chase delegated tasks to ensure progress to deadlines.
• Generate administration including surveys, memos, reports, and presentations.
• Support the President/CEO’s community and nonprofit work.
• Manage social media accounts, LinkedIn, Instagram, Facebook, TikTok and promote weekly organizational news and activities.
• Prepare elaborate administrative presentations in preparation for board of director meetings, LTA contract meetings, trainings, and internal communications.
• Collaborate with Human Resources on employee engagement events and anniversaries.
• Manage and coordinate vendor administration and ordering for office supplies, marketplace, contractors etc.
• Coordinate food service, logistics, timeline and agendas for onsite conferences and events.
• Performs other duties as assigned.

Experience & Skills:

• Associate or bachelor’s Degree preferred.
• Three or more years of working with C-Suite; specific experience in a smaller organization preferred.
• High-level emotional intelligence and creativity; trustworthy: deep experience with sensitive data and confidential information.
• Strong technology skills and Internet search skills (e.g. ERP, web, blog, and social media experience a plus).
• Strong Microsoft Windows, Outlook, Word, Excel, OneNote, and PowerPoint skills.
• Strong verbal, written, proofreading, and interpersonal skills.
• Green Business: love and respect for the environment and natural world.
• Ability to adapt and learn upcoming technologies, AI, ChatGPT etc.
• Ability to manage multiple priorities simultaneously and independently.
• Ability and confidence to interact with all levels of management and be a major stakeholder to holding them accountable.

Physical Demands:

Legend

N (Not applicable)

Activity is not applicable to this position

O (Occasionally)

Position requires this activity up to 33% of the time (0-2.5 hours/day)

F (Frequently)

Position requires this activity up to 66% of the time (2.5-5.5 hours/day)

C (Constantly)

Position requires this activity more than 66% of the time (5.5+ hours/day)

Lift/Carry 10-30lbs

O

Stand

F

Walk

F

Manually manipulate

O

Squat or kneel

O

Bend

O

Reach above shoulder

O