Executive Assistant

The Executive Assistant's core responsibilities are:

Executive and Board Responsibilities (75%)

• Proactively manage the CEO’s workload, including:
  • Create systems to help the CEO manage and accomplish her work and priorities;
  • Manages CEO’s busy and multi-dimensional calendars, scheduling, and travel;
  • Support CEO’s preparation and follow up for all meetings, speaking engagements, and other commitments and responsibilities.
  • Review, respond to, and organize CEO’s email inbox
  • Communicate directly on behalf of the CEO with board members, donors, and other staff; and
  • Liaise with the fundraising team to support the CEO’s fundraising work.
• Oversee all operational aspects of the Board and Board meetings, with support and management from the Director of Strategic Operations and Planning. This includes:
  • For quarterly board meetings:
    • Scheduling, compiling materials, and ensuring meeting materials are distributed in advance;
    • Planning logistics for board meetings (travel, space, food, etc.) and board weekend events;
    • Maintaining accurate records of Board meetings, including minutes and attendance;
    • Staffing in-person board meetings.
  • Maintaining the Board website;
  • Updating board rosters and records;
  • Compiling information from across the organization to create board updates;
  • Support with organization of board documents;
  • Support with logistical aspects of board member onboardings and offboardings; and
  • Additional board operations support as needed.

Development Operations (20%)

• Process incoming donations with support and oversight from the Director of Technology, including
  • Entering all donations (checks and online) into Salesforce
  • Prepare and send donor acknowledgement letters and manage personalization of same; and
• Additional development operations support as needed.

Provide additional organizational support (5%):

• Provide scheduling and logistics for other C-suite members as needed
• Support in logistics and planning at in person and virtual staff gatherings;
• Support in logistics and planning at in-person and virtual staff gatherings;
• Other projects as assigned.

About You

• You are highly attentive to detail and have systems and processes to ensure accuracy;
• You have strong written and verbal communication skills and can adapt them to a variety of audiences and stakeholders;
• You can create and maintain systems and processes both for your own work, and for the office as a whole to function effectively;
• You take initiative and can learn to identify future needs;
• You are skilled in managing and re-prioritizing work in a fast-paced work environment;
• You are a creative problem solver;
• You have a high degree of professionalism and the ability to maintain confidential information with discretion;
• You can manage up to the CEO, and delegate effectively to other staff members;
• You are a strong relationship builder;
• You have event planning experience and can plan and executive impeccable meetings and events;
• You have proficiency in Google Suite and are a quick learner of technology including Asana and Salesforce;
• You have a demonstrated alignment with and commitment to our justice values; and;
• You have a commitment to hearing, receiving and integrating feedback with direct communication and generosity.