Reporting directly to the CEO and COO, 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 COO. The Executive Assistant also serves as a liaison to the board of advisors and AVYFS 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. Immediate Supervisor: CEO and COORoles and ResponsibilitiesExecutive Support
- Completes a broad variety of administrative tasks for the including managing an extremely active calendar of appointments; responding to emails; representing the COO at meetings, taking minutes and reviewing reports.
- Composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Plans, coordinates and ensures the COO's schedule is followed and respected. Provides gatekeeper and gateway role, creating win-win situations for direct access to the C0O's time and office.
- Communicates directly, and on behalf of the COO, with advisory board members, agency staff, and others, on matters related to COO's programmatic initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the COO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the CEO/COO Office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Works closely and effectively with the CEO and COO to keep them 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 CEO/COO updated.
- Provides leadership to build relationships crucial to the success of the agency, and manages a variety of special projects for the CEO/COO, some of which may have agency impact.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the COO's 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.
Board Support and Liaison
- Serves as the COO's administrative liaison to AVYFS 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
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 acknowledgement letters from the President to donors
Qualifications
- Must be bilingual
- Must have 2-3 years of experience in this position
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- 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
Additional Requirements
- Extensive background and reference check required.
Education and Experience Requirements
- At minimum an associate's degree required
- Strong work tenure: three to five years of experience supporting upper management Executives
- Experience and interest in internal and external communications, and partnership development
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
The Executive Assistant is required to use their personal vehicle for engaging in community activities. Therefore, at the time of hire, the Executive Assistant must provide proof of driver's license and insurance. Should the Executive Assistant receive a moving traffic violation at any time after employment the Executive Assistant must notify the agency about the incident the next business day after receiving the violation or there is any lapse in automobile insurance coverage.