Assistant to President and CEO

Share Share Email Tweet Share

Job Summary :

Are you a forward thinker with a proven track record of anticipating trends and adapting to change? Do you excel in managing complex schedules, coordinating high-level meetings, and handling confidential information with discretion and professionalism?

Are you skilled at building strong relationships with key stakeholders, both internally and externally? As the Assistant to the President & CEO, you will play a crucial role in supporting our organization's top leader, driving efficiency, and ensuring seamless operations.

If you are a strategic problem-solver with exceptional communication and organizational skills, we invite you to join our team and contribute to our mission.

Join Volunteers of America Southeast Louisiana (VOASELA) at an incredibly exciting time as we embark on a journey of progress and growth.

As we position ourselves for continued success, we are seeking an Assistant to the CEO & President to play a pivotal role in aligning our vision and enhancing internal initiatives aimed at fostering employee engagement and communication of core values.

As the right hand to the President & CEO, the Assistant to the President & CEO plays a pivotal role in providing executive support within a dynamic and fast-paced setting.

This position acts as the main conduit for both internal and external stakeholders regarding matters pertaining to the Office of the President & CEO, while also serving as a liaison to the board of directors and senior management teams.

The ideal candidate will excel in a mission-driven, results-oriented, and community-centric environment, showcasing creativity, exceptional communication prowess, and adeptness in navigating multiple priorities seamlessly.

Roles and Responsibilities :

Executive Support :

• Provide comprehensive executive support to the President & CEO, including managing calendars, expense reports, and travel arrangements.
• Serve as a gatekeeper, facilitating direct access to the President & CEO’s time and office, and act as a primary point of contact for board members, donors, and stakeholders.
• Attend all board and board committee meetings, drafting agendas, scheduling meetings, and taking minutes to ensure effective communication and compliance with bylaws.
• Assist board members with travel arrangements, lodging, and meal planning as needed, maintaining discretion and confidentiality in all interactions.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including the advance distribution of materials before meetings in electronic / paper format.

Senior Management Liaison :

• Actively participates as a valued member of the Senior Management Team, contributing to scheduling, attending, and accurately documenting all meetings.
• Assists in coordinating the agenda for management team meetings, off-sites, and staff meetings to ensure efficient and productive discussions.
• Facilitates seamless cross-divisional coordination of travel and outreach plans to enhance collaboration and communication across the organization.

Communications, Partnerships, and Outreach :

• Ensures the President & CEO’s biography is consistently updated and effectively communicates the organization's mission and achievements.
• Responsibly handles requests for materials regarding the President & CEO and the organization, ensuring timely responses and accurate information dissemination.
• Edits and finalizes first drafts for written communications to external stakeholders, ensuring clarity, professionalism, and alignment with organizational objectives.

Strategic Initiatives :

• Collaborates with the Strategic Initiatives team to organize and facilitate the President / CEO's outreach activities, ensuring alignment with organizational goals and objectives.
• Proactively follows up on contacts made by the President & CEO, nurturing and fostering ongoing relationships with key stakeholders.
• Edits and crafts personalized acknowledgement letters from the President & CEO to donors, demonstrating gratitude and reinforcing the organization's commitment to its supporters.

Qualifications :

Proficient competence in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

Ability to learn new software such as Doodle Polls and Board portals.

• Bachelor’s degree preferred in Business, Marketing, and / or equivalent experience.
• At least five to 10 years of experience supporting C- Suite Level Executives.
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Tact and discretion relative to confidential matters.
• Proficiency in written and verbal communication at an expert level, demonstrating outstanding skills in writing, editing, grammar, organization, and research.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast- paced environment.

Working Conditions / Other Data :

• Due to the confidentiality of the work, the functions of this position should be performed in a private office location.
• Occasional travel may be involved.

WORKING CONDITIONS

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Works in normal office environment interacting with staff, candidates, and outside vendors. May be subjected to multiple interruptions throughout the workday.
• While performing the duties of this job the employee is frequently required to sit, stand, walk, use hands to finger, handle, or feel and talk or hear, or carry light training materials and / or equipment.
• The employee is occasionally required to lift to 25 pounds when preparing / transferring training materials and equipment.
• Visual acuity necessary to operate computers, audiovisual and other digital equipment.

DISCLAIMER STATEMENT

The above is intended to describe content of and requirements of the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.

VOASELA, Inc. reserves the right to change, add or delete at any time from this job description to meet the needs of the organization.

Equal Opportunity Employer, including disabled and veterans.