The Executive Assistant will provide high-level administrative support to the CEO/Executive Director and other Leadership Team members. Reporting directly to the CEO/ED, the Executive Assistant provides executive support in a one-on-one working relationship. 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 will provide strong, reliable support for office operations by creating procedures and communicating with them companywide, and by maintaining employee safety. The ideal candidate will have a natural flexibility in handling day-to-day routines as well as non-routine. This person will also help us achieve organizational efficiency by nurturing a positive, inclusive work environment. The ideal individual will have the ability to exercise good judgment in a diversity of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. Responsible for reporting all suspected/alleged abuse and neglect in accordance with TNC Community policies.

PROGRAM RESPONSIBILITIES / ESSENTIAL FUNCTIONS

Executive Assistant provides executive support in a one-on-one working relationship with CEO/ED. Sensitive matters will be managed with a high level of confidentiality and discretion especially decisions directly impacting the global operations of the company.

• Duties will include manage the CEO/ED's contacts and calendar,
• Prepare Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents in support of objectives for the CEO/ED and organization.
• Arrange travel and accommodation for executives. Prepare expense reports for CEO/ED.
• Be responsive to emails/texts/phone calls, with contact outside normal business hours in emergency by CEO/ED.
• Welcome the Executive’s guests by greeting them, in person or on the phone, answering or directing inquiries.
• Use discretion, confidentiality, and good judgment to handle C-Level matters. Provide excellent communication and time management skills; ensure deadlines are met.
• Conserve the CEO/ED's time by reading, researching, collecting, and analyzing information as needed, in advance.
• Screen incoming telephone calls; take and deliver accurate messages; respond to requests by gathering and providing information and referring non-routine calls to the appropriate staff.

Communicate and assist the Board of Directors (BOD).

• Prepare Word, Excel, PowerPoint presentations, minutes, agendas, reports, special projects, and other documents in support of objectives for the BOD and organization.
• Arrange meetings and accommodation for BOD.
• Be responsive to emails/texts/phone calls by BOD.
• Attend, take minutes and type minutes. Coordinate and prepare monthly board packets prior to board meetings.

Responsible for coordinating the daily operations of the office and its various departments. Those duties include communicating with department heads, relaying important information or policy changes from upper management.

• Manage assigned external contracts and projects as well as be TNC’s point of contact for their IT Contract with Purple Guys. Responsible for ensuring all current and new TNC staff have functioning computers and equipment.
• Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment.
• Oversee day-to-day office activities as main point of contact in reception area, and keep management informed regularly via performance reports.
• Provide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel; maintaining file systems; mailing and shipping packages; and updating contacts database and employee lists.
• Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate food deliveries when requested.
• Manage all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested,
• Maintains office services by organizing office operations and procedures, collaborating to ensure all maintenance and service requests are completed with internal staff and external vendors in accordance with state, local and agency policies.

PERSONNEL RESPONSIBILITIES/FUNCTIONS:

1. Responsible for new staff orientation/training related to office processes.

2. Direct supervision of Administrative Assistant II including interviewing and hiring recommendations, orientation, and training completion.

3. Support Administrative Assistant II by serving as a mentor, assisting in the training process, and providing oversight for specified tasks.

QUALIFICATIONS:

• Bachelor's degree required.
• 2 years of related experience required in working in an executive assistant role supporting C-Level executives.
• Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint)
• Ability to communicate effectively and professionally.

PREFERRED ATTRIBUTES:

Business sense - has a strong business sense and can decipher priorities and make sound judgment calls when needed.

Commitment to excellence - perform duties at the highest level possible on a consistent basis.

Excellent communicator - able to interact with people of all levels in a confident, professional manner.

Demonstrate ability and temperament to work with sensitive information.

Team player - have team-oriented experience and approach.

Service focus - dedicated to meeting the expectations of the CEO and other senior executives by maintaining effective relationships with interested parties.

Ability to think outside of the box with a sense of urgency.

Job Type: Full-time

Pay: $60,000.00 - $70,000.00 per year