Executive Assistant

Are you a highly organized professional who thrives in a dynamic environment? We’re seeking an experienced Executive Administrative Coordinator to provide high-level support to our Executive Director and Leadership Team, including departments such as Finance, HR, Fund Development, and Program Operations.

In this pivotal role, you’ll manage complex projects, coordinate daily communications, and support public relations efforts. You’ll be responsible for maintaining the Executive Director’s calendar, handling business correspondence, streamlining workflows, and facilitating access to the executive leadership team. You’ll also collaborate with staff and engage with our Board of Directors.

This is a fast-paced, varied, and rewarding position ideal for someone who enjoys being at the heart of organizational operations.

Essential Duties

·       Independently arranges Executive Director’s calendar and anticipates potential conflicts.

·       Monitors, responds to and organizes Executive Director email and incoming mail with utmost discretion.

·       Schedules and coordinates meeting rooms and materials for the Executive Director

·       Prepares board of director information, reports, packets, and other communications

·       Regularly records board meeting minutes, files financial records, and handles other correspondence requested by the Executive Director on behalf of the board.

·       Distributes and executes appropriately incoming memos, submissions, donors, and reports from board, community partners, building facilities and organization vendors.

·       Composes and prepares correspondence for Executive Director for signatures and distribution.

·       Handles all incoming and outgoing mail.

·       Represents the Benedict Center, as needed, at community events with program partners, meetings, health fairs, and other outreach events.

·       Assists Executive Leadership Team with preparing reports, memos, letters, financial statements and other documents, using Microsoft Office Suite.

·       Regularly proofreads and edits communications and promotional items going out.

·       Greets visitors to the Executive Director and determines how their needs might be best addressed.

·       Responds to a wide variety of questions requiring substantial knowledge of the organization and its projects. 

·       Manages special projects and events at all levels of the organization especially with the development department, and donor engagement letters. 

·       Resolves issues to limit calls forwarded to Executive Director

·       Assists with maintenance of the donor database – Network For Good – which includes donor information and reports.

·       Occasionally creates content for marketing materials.

·       Assists with grant monitoring and reporting.

·       Oversees office equipment inventory and office equipment and orders supplies

·       Other duties as assigned

QUALIFICATIONS:

·       HS or equivalent required. Bachelor’s Degree preferred.

·       Minimum three years of experience in progressively responsible office management.

·       Proven leadership skills to organize meetings, initiate collaborative relationships with outside groups, and manage the day-to-day challenges that may arise in multi-agency collaborative projects.

·       Must have excellent interpersonal, communication (written and verbal), including proofreading and editing, and customer service skills.

·       At least two years of experience with Microsoft Office 365 including Outlook, Excel, and Word.

·       Proficient with software applications such as graphics software, (i.e. Canva), donor or customer management, bulk and electronic email processing.

·       Must be detail-oriented, organized, analytical, and able to solve problems.

·       Demonstrated ability to work well with individuals from diverse backgrounds in an inclusive, open and respectful environment. Commitment to learning trauma informed care principles and cultural competency.

·       Ability to present oneself as well as the Benedict Center in a professional and welcoming manner.

Competencies

Business insight and acumen

Resourcefulness, judgment, discretion, and prioritization skills

Oral and written communication skills

Situational adaptability

Tech Savvy

Accountability

Posses sense of urgency when needed

Utilizes a high degree of autonomy throughout the workday