Executive Assistant

Description

Compensation - $55,000 - $62,000

The Executive Assistant provides administrative and operational support to the Chief Executive Officer (CEO) and senior leadership and the Board of Directors.  The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the CEO’s needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of the Senior Management Team, Board of Directors, staff, and community members. To perform this job successfully, the individual is expected to manage sensitive and confidential financial, legal, personnel and institutional information while exercising professionalism and discretion.

•    Works directly with the CEO and senior leadership to support all aspects of their daily work routine.
•    Maintains the CEO’s calendar, including scheduling meetings, appointments, speaking engagements, and travel arrangements. Exercises discretion in committing time and evaluating needs.
•    Serves as a liaison between the CEO, Board, Agency Affiliates, staff, and the public. This includes receiving and screening the CEO’s phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
•    Coordinates work with other BUL staff as needed; plays a key role in the coordination of staff efforts both within and outside the department.
•    Serves as a primary point of contact between the Office of the CEO and National Urban League and provides administrative support for governance meetings.
•    Assists the CEO and leadership in the development of presentations and white papers for internal and external audiences.
•    Determines priority of matters of attention for the CEO; redirects matters to staff to handle, or handles matters personally, as appropriate.
•    Keeps the CEO advised of time-sensitive and priority issues, ensuring appropriate follow-up.
•    Routinely performs a wide variety of support duties - printing, faxing, mail/overnight packages, copying, filing, and email/messages.
•    Sorts and triages mail; maintains e-mail and other address directories.
•    Composes and prepares letters relating to routine correspondence for the CEO’s and senior leadership’s signature.
•    Schedules departmental meetings; assists in the preparation and distribution of meeting agendas, materials, and logistics of meetings.
•    Transcribes source material, prepares documents, reports, tables and charts; distributes as appropriate.
•    Prepares, reconciles, and submits expense reports.
•    Maintains paper and electronic filing systems, some of which are confidential and sensitive.
•    Attends meetings and takes notes of discussion; prepares the initial draft of minutes and summaries.
•    Completes a variety of special projects including event planning, creating PowerPoint presentations, financial spreadsheets, special reports, and agenda materials.
•    Maintains various records and documents for company executive(s)
•    Maintains functionality and repair operations on office equipment (copier, printers & postage machine)

Qualifications

Bachelor’s degree is preferred with a minimum of three years supporting executives.
Demonstrated strong proficiency in MS Word, Excel, PowerPoint, and Outlook with the desire and ability to learn new programs.
Demonstrated business acumen.
Office equipment knowledge – printers, copiers, etc.
Must be an initiative-taker, organized and receptive to fluctuating working conditions and work schedules.

Demonstrated positive and professional people skills to be used with internal and external stakeholders.
Excellent verbal and written communication skills.
Demonstrated ability to utilize strong independent judgment.

Strong organization and  follow up skills.

Ability to multi-task and manage a variety of assignments simultaneously in a fast-paced organizational environment.
Ability to prioritize and establish timely and effective communication systems with President/CEO, senior leadership, and all internal and external constituencies.
 

Salary : $55,000 - $62,000