Executive Assistant

Position Summary:  This senior administration position provides executive-level support to the chief executive officer and chief operating officer.  This position proactively manages various administrative responsibilities, scheduling, information preparation, written communication and documentation in such a way that enables the CEO, Executive Director/COO, and governing leadership to focus on strategic responsibilities.

Reporting Relationships: Directly reports to the Chief Executive Officer and Chief Operating Officer.

Supervision Relationship: None

Administrative Responsibilities:

• Schedule and coordinate meetings and appointments; manage and maintain complex calendar; handle calendar conflicts and proactively manage schedule changes for the CEO and Executive Director/COO.
• Manage and Organize CEO and Exec Dir/COO email boxes
• Draft correspondence, agendas, presentations, and other documents and tasks that facilitate effective leadership across the organization
• Research and fact-finding to obtain information for routine and moderately complex reports and special assignments
• Enhance, update, and maintain filing and document tracking system for the CEO.

·       Organize Board of Directors meetings; ensure scheduling, pre-meeting planning and post-meeting follow-up action items are completed for Fraternity, Foundation, CLA

·       Oversee, create and run key donor reports and dashboards, review and send to key fraternity and foundation staff and board members

·       Manage the “log a call” notes process for Donor visits and calls, as well as other key points of information.

·       Manage and administer the scholarship selection process

·       Key point of contact for chapter operations membership roster management, process and questions.

·       Manage the alumni program membership and subscription management process.

·       Welcome guests by greeting them, in person or on the telephone; answering or directing inquiries

·       Support fraternity, foundation and CLA executive leadership team, board members and volunteers as directed

·       Contribute to overall Howell Wendroff Professional Center administration and operations

·       POC for Fraternity, Foundation, CLA BODs and Fraternity President and Executive Vice President nomination and election process.

·       Manage MS Planner for CEO and COO to ensure goals, deadlines, tasks are completed efficiently and on time.

·       Review AI minutes produced thru Zoom and other meeting platforms, compile, summarize and follow up on to do/action items.

Knowledge, Skills and Abilities:

·       Strong critical thinking and analytical skills, collaboration, attention to detail, and organizational skills

·       Ability to work independently, coordinate multiple tasks and manage time effectively

·       Outstanding verbal and written communication skills, including presentation skills

·       Ability to work productively with a diverse team and demonstrate leadership

·       Ability to anticipate and prepare for the needs of executive-level staff and board members and adapt quickly to change with a high level of professionalism and confidentiality

·       Advanced computer skills with proficiency in Microsoft software including but not limited to Office 365, Word, Excel, PowerPoint and Outlook and Salesforce

·       Possess acumen with calendar management, travel booking, conference call and meeting scheduling, and sensitive document management

·       Ability to interact effectively via all media including phone, video chat, written communication, and in person

·       Provide prompt, professional, and member-centered service to members

·       Prior employment experience working in a non-profit and/or membership organization is preferred

·       Minimum of three years of experience providing executive-level support is required, experience supporting governing boards is desired

·       Bachelor’s Degree desired

Salary : $20 - $25