Executive Assistant

EXECUTIVE ASSISTANT

 

Reports to:                Vice President of Strategic Impact

FLSA Status:            Full-time, Exempt

Supervises:               None

 

POSITION SUMMARY:

The Executive Assistant serves as the primary coordinator and liaison for external relations for both the Vice President of Strategic Impact and the Vice President of Public Will Building. The Executive Assistant manages calendars and activities to ensure maximum efficiency and value, while assisting the Vice Presidents with administrative and operational functions.

ESSENTIAL FUNCTIONS:

  • Manages the calendar and activities for Vice Presidents to ensure high value time utilization of the Vice Presidents in relationship to external and internal requirements. Briefs/updates the Vice Presidents on upcoming meetings and ongoing obligations
  • Acts as Vice Presidents’ liaison to Committees, attends Committee meetings, takes minutes, prepares various materials for Vice Presidents’ reports
  • Ensures the timely preparation and presentation of materials for key external and internal meetings involving the Vice Presidents
  • Reviews the Vice Presidents’ email communications and assists in providing timely responses
  • Works with staff teams to prepare Vice Presidents for external meetings, presentations, and events, and ensures timely follow up of all action items
  • Organizes Vice Presidents’ travel arrangements and prepares expense reports
  • Assists Vice Presidents with onboarding new staff members to their departments
  • Prepares briefing memos and relevant updates for Vice Presidents on outstanding projects, identifies issues, develops contingencies, and suggests remedies
  • Assists with or manages special projects which may include PR, securing speaking engagements, or specific personnel and organizational development initiatives
  • Supports the Vice Presidents in dealing with confidential or sensitive personnel or other organizational matters
  • Performs duties such as correspondence, CRM database management for the department contacts, and working on special projects
  • Oversees day-to-day office management duties for Vice Presidents including purchase orders/vouchers, conference/meeting room scheduling, and organizing mailings
  • As necessary and upon request, perform duties of the Executive Coordinator
  • Collaborates with Vice Presidents to foster a success-oriented, positive, high integrity organizational culture within and between departments

OTHER RESPONSIBILITIES:

  • Participate in Ready Ready Sponsored Events
  • Participate in professional development opportunities to improve skills
  • Perform other duties as assigned by the Vice President of Strategic Impact and Vice President of Public Will Building

QUALIFICATIONS:

Education and Experience:

  • Bachelor’s Degree is required or equivalent work experience. Prefer 1-2 years’ experience as executive assistant to executive management position
  • Experience interacting with a Board of Directors and philanthropists strongly preferred

Knowledge, Skills, and Abilities:

  • Strong verbal and written communication skills; ability to effectively present and execute on innovative ideas. Ability to write reports and business correspondence. Outstanding grammar and proofreading skills
  • Guided by exceptional decision-making skills, discretion and the ability to maintain confidentiality
  • Advanced knowledge of Microsoft Office Suite, Adobe Products, QuickBooks, and Google Workspace
  • Ability to work independently, as well as part of a high-performing team
  • A commitment to the vision and mission of Ready for School, Ready for Life
  • Strong sense of accountability, integrity, and ability to handle highly visible responsibilities
  • Ability to take initiative, act independently and direct one’s own work
  • Ability to effectively present information and respond to high level inquiries from clients, donors, partners, Board of Directors, and other community stakeholders

Physical Demands and Working Environment:

  • Regularly stand, sit, and walk; use hands; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell
  • Frequently lift and/or move up to 25 pounds
  • Generally works in an office environment, but may occasionally be required to perform job duties outside of the typical office setting
  • Occasional travel outside the office

Prospective candidates should complete an application on our website here before Friday, August 19, 2022. No phone calls.