Special Assistant to the Executive Director

Overview:  

The Special Assistant to the Executive Director plays a vital role in providing comprehensive administrative and organizational support to the Executive Director, ensuring the effective management of daily operations. This position requires a task-oriented individual with exceptional skills in scheduling, time management, organization, and communication. The ideal candidate will thrive in a fast-paced environment, proactively anticipate needs, and maintain a high level of professionalism and confidentiality.

Key Responsibilities:  

• Efficiently manage the Executive Director’s calendar, including scheduling, confirming, and organizing appointments, meetings, and travel.
• Proactively identify and resolve scheduling conflicts, ensuring seamless coordination across all engagements.
• Prioritize and manage tasks for the Executive Director, ensuring deadlines are met and time is optimized for strategic focus.
• Track and manage ongoing projects, providing regular status updates and identifying key actions to be taken.
• Act as a primary point of contact for the Executive Director, handling incoming communications, routing messages, and drafting responses as needed.
• Prepare and review documents, presentations, and reports for accuracy and alignment with organizational standards.
• Prepare agendas, materials, and notes for meetings, ensuring all necessary information is organized and accessible.
• Attend meetings as needed to take notes, track action items, and follow up with relevant stakeholders to ensure completion.
• Maintain an organized filing system for both digital and physical documents, ensuring records are up-to-date, easily accessible, and secure.
• Support the Executive Director with documentation, presentation creation, and data entry as required.
• Assist with special projects and initiatives, providing administrative support and coordinating resources.
• Manage key projects as assigned, ensuring timely completion and alignment with organizational goals.
• Arrange travel logistics for the Executive Director, including booking flights, accommodations, and transportation.
• Prepare detailed itineraries, including meeting information, travel times, and logistical details to ensure smooth travel experiences.

Experience/ Education/Qualifications:  

• High school diploma or equivalent 
• Associate’s degree or higher 
• 1-3 years prior administrative experience  
• Excellent written and oral communications  
• Strong interpersonal relationship-building skills 
• Professionalism and diplomacy  
• The ability to work as a member of a team and follow instructions and procedures  
• Effective time management skills; detail-oriented and well-organized
• Experience in scheduling is desired but not a requirement  
• Ability to learn new skills in short order  

American Principles Project Benefits package includes:  

• CareFirst Blue Cross/Blue Shield PPO Healthcare plan  
• Option to contribute to a 401(k) (no matching at this time)  
• Flexible Spending Account  
• Flexible Spending Account Dependent Care Allowance