We are looking for an experienced, self-sufficient Executive Assistant to work directly with the President performing a number of administrative duties including calendar management, meeting planning/logistics (including Executive Committee, Board of Directors meetings and Ad hoc Meetings), document management/distribution, travel/conference booking, expense reporting, file document management and phone coverage. Frequently and independently handles a wide variety of complex and confidential situations that may be time sensitive.
ResponsibilityResponsibilities to CEO:
• Maintain CEO calendar; schedule all internal/external meetings, events and travel arrangements, establish appointment priorities. Many meetings are highly complex and involve internal and external parties.
• Proactively confirm meetings, reservations, etc. and ensure the CEO has all necessary information for all appointments in advance (i.e. materials, driving/parking directions, reservation confirmations, etc.)
• Maintain after-hours access to email and calendar as needed to manage issues related to CEO calendar (i.e. last-minute changes to location, time or cancellation/reschedule notifications).
• Relieve CEO of a variety of administrative matters by assuming delegated authority in assigned areas.
• Maintain visible presence in Office of CEO; greet visitors to the CEO Office
• Perform administrative support activities such as maintaining files and central historical records according to guidelines, ordering supplies and equipment, preparation of expense reports, etc., for CEO’s office.
• Provide all telephone coverage, assessing urgency and importance of situations and taking appropriate action/follow-up (includes fielding calls when necessary).
• Review all incoming written correspondence, summarize content and brief Senior Executive Team regarding important issues or conflicts; organize and prioritize all incoming information.
• Ensure in the CEO’s absence that requests for action and information are fulfilled in a timely manner.
• Proactively work to improve functions/processes in the Office of the CEO.
• Anticipate and meet, or exceed, internal and/or external customer expectations and requirements; establish and maintain effective relationships with customers and gain their trust and respect.
Responsibilities to Board of Directors:
• Act as liaison between Board members and CEO (and other Executives when necessary), providing information as needed.
• Work with CEO and Board Chairman to establish yearly meeting schedule and agendas.
• Create and maintain meeting handbook for each meeting (working in collaboration with several departments to coordinate materials for package) and post within agreed upon timelines prior to each meeting.
• Take and transcribe minutes at Executive Meetings, Board meetings, and designated ad hoc meetings distributing to all parties involved.
• Keep historical files of all Board minutes, actions, votes, etc.
• Organize annual Board meetings and Board Orientation Training programs as appropriate.
• Establish and maintain Board Member lists; contact information, terms, etc.
Qualifications• 5+ years, with minimum 3 years of experience reporting directly to executive-level management.
• Associates degree or equivalent work experience.
• Experience in non-profit charitable organizations preferred. Knowledge of Oakland County business, foundation and philanthropic community a plus.
• Ability to communicate effectively (written & verbal) with a large and diverse constituency, including senior leadership, donors, foundations, supporters and support staff, representatives of other organizations, non-profit and for profit, various government/municipality officials, representatives, and vendors.
• Professionally represent the CEO to all external and internal constituents.
• Establish and maintain excellent working relationships with leadership, staff and other admins, both within and outside The Community House.
• Proficient in Microsoft platform applications: Outlook, Word, Excel, PowerPoint; Donor Perfect and QuickBooks knowledge a plus.
• Strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities.
• Excellent judgment in aligning & adjusting to shifting priorities.
• Demonstrated ability to handle confidential information.
• Ability to stay focused, efficient, and effective in managing multiple priorities.
• Ability to work and thrive in a diverse environment.
• Ability to make decisions and problem-solve using logic to identify key facts, explore alternatives, and identify appropriate solutions.
• Ability to work independently with little direct supervision.
• Demonstrate The Community House’s Core Values of Accountability, Service Excellence, Quality, Diversity, and forging strong Relationships.
• Respect the talent and unique contribution of every individual, culture and ethnic group and treat all people in a fair and equitable manner.