The Executive Assistant is responsible for high level support of both the Chief Executive Officer and the entire C-suite. The position assists in the management of departmental goals and objectives, the implementation and management of Information Technology, the high-level oversight of Human Resources and ensuring Human Capital aligns with corporate culture, and the development of programs and organizational mission as directed by the CEO.
DUTIES & RESPONSIBILITIES
· High level interaction with and support of the Chief Executive Officer, C-suite (Chief of Staff, Chief Operating Officer, Chief Advancement Officer) and other departments as required.
· Facilitates meetings with department heads to review deliverables.
· Acts as liaison to the Board of Directors, prepare material for quarterly board meetings and monthly executive meetings
· Manages all of IT infrastructure, computers, and phone system to insure all components are inventoried and working to fulfill the organization’s information system requirements. Troubleshoots any system issues as appropriate, monitors billing and performance of IT vendor.
· Manages security of all campuses including camera monitoring, key fob distribution, and alarm system. Verifies all access is appropriate and all systems are functional.
· Provides high-level oversight of Human Resources to verify all available jobs are properly advertised, onboarding/offboarding completed as scheduled.
· Global assessment and surveying to ensure Human Capital are aligned with corporate culture and mission.
· Manages relationship with Health Insurance vendor, negotiate health, dental, and vision policies, ensures all employees are offered enrollment at appropriate time interval.
· Produces documents by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics as directed by the CEO.
· Conserves executive's time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating and coordinating telecommunications.
· Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
· Represents the CEO by attending meetings in the executive's absence; speaking for the executive.
· Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
· Contributes to team effort by accomplishing related results as needed.
· Other duties as assigned
QUALIFICATIONS
· Excellent verbal and written skills as well as organizational skills, attention to detail, self-motivated, and disciplined.
· Experience with developing and maintaining productive working relationships with board members, donors, directors, and staff.
· Ability to work with wide diversity of individuals, including high level corporate executives and managers.
· Experience using Microsoft Office suite of programs.
· College degree, preferably in non-profit management or a related field such as marketing, communications, public relations, or business and a minimum of 5 years of proven successful experience
WORKING CONDITIONS
- Indoors in air-conditioned/heated office, outdoors at shelter or on-location for various activities.
- Work Hours:
- Regular work hours are Monday to Friday a minimum of 45 hours per week.
- Some evening and weekend hours may be required, especially when hosting special events.
- Will be required to maintain availability when away from the shelter as directed by the CEO.
- Limited exposure to animals.
Job Type: Full-time
Pay: $45,000.00 - $55,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Holidays
- Monday to Friday
- Weekends as needed
Experience:
- Leadership: 1 year (Required)
- Administrative: 3 years (Required)
Work Location: In person