Position Summary:
The Executive Administrative Assistant is key support for the Chief Executive Officer (CEO) and Chief Operating Officer (COO). The role is responsible for confidential information, activities, scheduling and communication which may include but not limited to the Senior Leadership, Board of Directors, donors, government entities and other critical stakeholders. The role will have direct responsibility to ensure there is coverage for calendars, proper notice of any meetings, and promptly distributing materials such as agendas, meeting minutes, and drafts as is needed as well as support meetings, visitors, events, reporting and other requirements per department. Coverage may include support from Executive Assistants reporting into other areas.
The core part of this role is to ensure support is provided to the CEO and COO which includes, but not limited to, organization, calendar management, travel arrangements, project management, presentations, creating and maintaining reports, tracking, support for special events and strong interaction with internal and external contacts. This role will involve a high level of confidentiality in knowledge, experiences and documentation.
Primary Responsibilities:
- Influence and collaborate with administrative resources to ensure appropriate support is available, this includes but is not limited to, work planning, event requirements, attendance, performance, training, and staffing.
- Exemplify a high level of positive customer service, internally and externally. Maintain brand experience.
- Manages and invites the identification and development of solutions for problem areas, creative and proactive thought for improvements and the resolution of roadblocks for the entire team.
- Manage and support CEO and COO activities, meetings and communication as is required. A high level of discretion, responsiveness, accuracy, and tact will be required to ensure a high level of professionalism and alignment with Philabundance branding is achieved with all CEO and COO activity.
- Provide direct support for the CEO, Committee Chairs and Executive leadership with all board meeting agendas, minutes, proper storage of information, strategic meetings, maintains portal information for the Board and assists with maintaining future Board Member development. Collaborate these needs with Board Liaison.
- Builds and maintains and develops positive relationships with all Philabundance teams, vendors, press and Feeding America.
- Manages the successful reporting requested, weekly-monthly and ad hoc .
- Arrange, prepare, and support organization visits and events. Must be able to succeed at virtual, onsite, and shared responsibility to host a diverse cross section of visitors, including high profile visitors.
- Schedule, prepare and support team meetings, including recording detailed meeting minutes.
- Manage administrative projects including research and analysis as needed. Organize and maintain files and records.
- Plan and implement meetings, events, and activities, prepare presentations as needed and deliver in person or via Zooms or Teams.
- Ability to champion cultural awareness, diversity, and development of skills and habits to support retention, high performance, and growth.
- Responsible for supporting and aligning with Philabundance Cultural pillars. Ensure communications, actions and interactions reflect a focus on People, Professionalism, Partnerships, and Progress.
Educational Achievement:
- High School Diploma or GED a plus. Additional formal education is preferred in Business, Communication, Administration, or Marketing.
- Certifications a plus.
Work Experience:
- A minimum of 5 years of experience in an executive administration or related role.
- Previous experience supporting an executive, ideally in a C-level capacity or similar role, within a cohesive effective team environment.
- Previous experience managing and experiencing a high degree of confidentiality and strategic information.
- Strong experience developing and executing presentations and communications for key contacts, senior staff and Board Members.
- Previous experience working with a diverse cross section of teams. Ability to function as a liaison, intermediary and point person for an executive, related department activity.
- Experiencing creating detailed and accurate complex reports, including financials, investments, strategic goals, and company status.
Preferred:
- Experience in a diverse multi language environment. Fluency with Spanish a plus.
Required Skills and Abilities:
- Ability to lead indirectly at an elevated level across an enterprise.
- Strong administrative capability to work with databases, produce reports, communication, analysis and present internally and externally. (Microsoft suite, ppt, database exp. and Zoom/Teams)
- Excellent interpersonal skills: ability to build strong relationships and work collaboratively with individuals and teams internally and externally.
- Ability to work in a fast-paced environment with shifting priorities.
- Solution driven, able to sort through available information to arrive at an effective solution.
- Organizational skills which yield consistent accurate information, filing systems, alignment with storage and communication standards and are produced in a timely reliable manner.
- Ability to write, edit and proofread a wide variety of documents including presentations, reports, and communication documents. Must have strong attention to detail and deadlines.
- Ability to manage and work with highly confidential information personally and/or within the team.