Description

Reporting directly to the President and CEO, the Executive Associate provides executive support in a one-on-one working relationship. The Executive Associate serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. 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 ideal individual will have the ability to work well with others and 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 balance among multiple priorities. The Executive Associate 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.

FSMB is an EEO/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin or status as a protected veteran.

Roles and Responsibilities

Executive Support

• Completes a broad variety of administrative tasks for the President & CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related
  meetings.
• Plans and coordinates the CEO's schedule. Provides a "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
• Communicates directly, and on behalf of the President and CEO, with Board members, staff and others, on matters related to CEO's programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, response, or referral.
• Provides a bridge for smooth communication between the President's office and internal departments; demonstrates gravitas and leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having sense for the issues taking place in the environment and keeping the President updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously and proactively, following through on projects to successful completion, often with deadline pressures.
• Some domestic and international travel may be required.

Board Support and Staff Liaison

• Prepare committee books for any assigned committee meetings. 
• Work with Meetings and Travel staff on hotel needs for assigned committees: room reservations for committee members, meeting room needs, shuttle reservations, etc.
• Send correspondence to committee members, as directed.
• Maintain and prepare supplies for committee meetings.
• Annual Meeting administrative support, as directed.
• Other duties, as needed.

Senior Management Liaison

• Participates as an adjunct member of the Executive Team, including assisting in scheduling meetings, attending meetings and serving as a note taker, as needed.
• Assists in coordinating the agenda of senior management team meetings and off-site meetings, and all-staff meetings, as needed.

Qualifications

• Strong organizational skills that reflect an 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, and external stakeholders.
• 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 customer/client service and response.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
• Forward thinker, who actively seeks opportunities and proposes solutions.

Education and Experience Requirements

• Bachelor's degree required.
• Strong work tenure: five to 10 years of experience supporting C-Level Executives.
• Experience and interest in internal and external communications.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat

FSMB offers a hybrid work environment. Physical presence at the office when required is an essential job function of this role, which the FSMB deems critical to team building, collaboration, innovation, productivity, employee well-being and engagement, and enhances the Company culture.