Executive Assistant

Job Description

ABOUT

Amazing Place is a well-established and highly regarded nonprofit whose mission is to empower families facing the challenges of dementia and Alzheimer’s and to advance brain health for all.

POSITION OVERVIEW

The Assistant to the Executive Director (ED) will serve as the right-hand to the ED and will possess exemplary time management and organizational skills and the ability to identify and anticipate the ED’s needs. The role connects people, organizations, projects and critical business information to the ED, ensuring meetings and materials are efficient and effective and serve as a trusted partner as Amazing Place grows to serve more individuals facing dementia, their families, area churches and the community. The Assistant will work directly with the ED to support all aspects of daily work routine.

As Amazing Place begins operations as a two-facility organization the Assistant needs to be adaptable, flexible, and willing to embrace change, and adapt to changes when they occur. The Assistant to the ED needs to interact seamlessly with a professional demeanor.

PRIMARY RESPONSIBILITIES

• Board / Councils : Serve as primary communicator with board members, establishing trusted working relationships with members . Prepare materials and packets and advance communication for Board & Council meetings, trainings and special committee meetings. Arrange all meals for Board & Council meetings, as well as some Committee meetings. Attend all Board meetings and record minutes. Work with Board Secretary on finalizing minutes for Board approval. Keep Board section of website updated regularly, including Member contact info updates and passcode updates once per year. Ensure accurate tracking and storage of all board information for historical purposes. Ensure updated tracking of Strategic Plan goals and objectives.
• Communication : Serve as liaison between ED, staff, board and the public receiving and screening phone calls and visitors and answering a variety of questions with tact and diplomacy. Prepare special communications via letter or email to key constituent individuals or groups, as needed, including day program families, board and councils, donors, and community and professional contacts. Work with Executive Director on special communication projects – to donors, community members and key constituents to maintain a high level of communication during this critical time of growth for the organization.
• Calendar : Maintain ED’s calendar including scheduling meetings, appointments, speaking engagements and travel arrangements. Ensure that ED’s schedule stays on track each day.
• Expense Reports : Gather information, receipts and mileage and prepare monthly expense reports for ED and submit to Finance within required timeframe.
• Meeting arrangements : Schedule in person and virtual meetings and prepare agendas, minutes, materials and refreshments for board, staff meetings and trainings, council and committee meetings, and help with special development functions and family socials, as needed. Track key minutes and action items from each meeting attended to keep workflow on track.
• Amazing Place Documentation : Work with Executive Director on written and quantitative documentation of the AP mission to enable future duplication.
• Project Workflow : Ensure that current projects are kept on track and expectations are clearly communicated to those involved in projects. Be available to answer and direct questions and assist staff with challenges related to projects.
• Database : Maintain a working knowledge of select organizational databases / software, as needed.
• Other special projects and responsibilities, as assigned.

QUALIFICATIONS

Education and Experience

Professional and Technical Skills

Personal Attributes and Competencies

Additional Requirements

COMPENSATION

This is a non-exempt position, and compensation is commensurate with experience. Attractive benefits package included.