Executive Assistant to the CEO

Executive Assistant to the CEO

Families & Youth Innovations Plus (FYI)

Position: Full-Time

Salary: $55000.00 - $66550.00 annually (3 levels based on experience and education)

FLSA Status: Salaried/Exempt

Reports To: Chief Executive Officer

Department: Administration

The Executive Assistant reports directly to the CEO provides executive support in a one-on-one working relationship and serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEO. The Executive Assistant also serves as a liaison to the board of directors and senior 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 an 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.

What Youll Do:

Executive Support

• Complete a broad variety of administrative tasks that facilitate the CEOs ability to effectively lead the organization including: assisting with special projects; designing and producing complex documents reports and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and managing an active calendar of appointments.
• Keeping the CEO 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 updated.
• Communicates directly and on behalf of the CEO with board members donors community partners elected officials and others on matters related to CEOs programmatic initiatives.
• Researches prioritizes and follows up on incoming issues and concerns addressed to the
• CEO including those of a sensitive or confidential nature. Determines appropriate course of action referral or response exercising judgment to reflect CEOs style and organization policy.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the CEO some of which may have organizational impact.
• Prioritizes conflicting needs; handles matters expeditiously proactively and follows-through on projects to successful completion often with deadline pressures.

Board Support and Liaison

• Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop compile and distribute presentation materials; and record meeting minutes on behalf of the Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
• Maintains discretion and confidentiality in relationships with all board members

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
• Facilitates cross-divisional coordination of messaging and plans
• Plans coordinates and ensures the CEOs schedule is followed and respected. Provides a gatekeeper and gateway role creating win-win situations for direct access to the CEOs time and office providing a bridge for smooth communication between the CEO and staff demonstrating leadership to maintain credibility trust and support with the Executive Team.
• Completes projects by assigning work to appropriate staff including the Executive Team on behalf of the CEO.

Communications Partnerships and Outreach

• Work with the Executive Team to coordinate the CEOs outreach activities. Follow up on contacts made by the CEO and support the cultivation of ongoing relationships.
• Ensures that the CEOs bio is kept updated and responds to requests for materials regarding the CEO and the organization in general
• Completes critical aspects of deliverables with a hands-on approach including drafting written communications to external stakeholders and acknowledgement letters personal correspondence and other tasks that facilitate the CEOs ability to effectively lead the company.

Qualifications

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders including staff board members external partners and donors
• 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 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

What You Need:

• Bachelors degree required
• Strong work tenure: five or more years of experience supporting C-Level Executives preferably in a non-profit organization
• Experience and interest in internal and external communications partnership development and fundraising
• Proficient in Microsoft Office (Outlook Word Excel and PowerPoint) Adobe Acrobat and Social Media web platforms.

Compensation & Benefits:

• Competitive salary commensurate with experience comprehensive benefits package professional development opportunities.
• Benefits Compensation include health dental life insurance short term and long term disability supplement plans
• 403(b) PTO and 14 paid holidays

Required Experience:

Chief