Executive Assistant

Job Description

Job Description

Executive Assistant $61,919/annual

Position Summary : This position is responsible for providing administrative and project support to the CEO, such as the accurate and timely drafting of sensitive documents and letters; preparing for meetings, documenting and disseminating meeting outcomes while also coordinating project timelines, tracking progress and ensuring key initiatives meet deadlines. The position will be responsible for creating/proofreading documents and templates.

Principal Accountabilities:

Coordinates projects for the CEO.

• Facilitates communication with internal staff and outside organizations.
• Completes assignments for the CEO.
• Drafts articles, documents, letters, press releases, internal correspondence, and testimony.
• Proofreads and creates templates as assigned.
• Manage complex calendars, screen communications, maintain confidentiality.
• Develop and maintain project plans, track deliverables, manage timelines, identify risks and ensure tasks are completed.
• Coordinates all aspects of audio/visual requirements for meetings and events.

Provides supports for agency meetings.

• Coordinates preparation and planning.
• Reminds participants; tracks meeting attendance.
• Prepares and sends materials for Board, Advisory, Council on Aging, and coalition meetings.
• Take and disseminate minutes.

Holds primary responsibility for agency media outreach.

• Ensures that timely, accurate content is prepared and posted to the agency’s website, Facebook page and other social media.
• Authors and distributes press releases, flyers, and public service announcements.

Acts as the lead staff person in the agency’s fundraising efforts.

• Establishes an accurate, up to date database.
• Liaises with the Board’s fundraising committee.
• Tracks donation requests and responses and ensures prompt acknowledgement.

Work closely with Legislation for agency advocacy.

• Oversee Legislative events an establish relationships with Legislators and their aides.

Ensures that all details associated with trainings, annual meeting, and special events are completed in a timely fashion.

• Oversees registration for training events.
• Tracks participation and evaluations.
• Procures venue, oversees all details and arrangements.
• Coordinates the timely preparation of an accurate invitation list.
• Ensures that invitations are designed and mailed, and responses tracked.
• Assumes responsibility for the annual report preparation and publication.

Qualifications:

Education: Bachelor’s degree; additional office practice schooling preferred.

Experience: Two to five years experience as an executive assistant to a CEO/President.

Special Skills/Knowledge:

• Exceptional oral and written communication skills; high level of initiative.
• Advanced computer skills with Microsoft Office Suite (including Access, PowerPoint, Excel), knowledge of Word Press.
• Demonstrated accuracy and attention to detail, proven organization and time management skills in a fast-paced environment.
• Effective problem-solving skills and ability to maintain confidence.
• Proactive, takes initiative and works autonomously
• Valid driver’s license and reliable transportation required.

This job description is intended to be general, will evolve over time, and is subject to periodic updating. This job description does not constitute a written or implied contract of employment.

EOE M/F/D/V