Executive Administrative Assistant

Job Description

Job Description

JOB SUMMARY :

The Executive Administrative Assistant (EAA) reports to the External Affairs Manager and provides comprehensive administrative support to the Chief Executive Officer (CEO). The EAA assists the External Affairs Manager and CEO with daily administrative functions, board / donor communications and meetings, recordkeeping to support organizational governance, and research and writing to advance the agency’s mission-driven strategic plan goals. In particular, the EAA will be responsible for administrative functions that support the agency’s goal of developing housing and programming for pregnant and parenting transition age youth. In addition, the EAA supports the Chief Operating Officer (COO) and other members of the executive team with administrative duties and special projects.

ESSENTIAL JOB DUTIES :

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and / or abilities required. Reasonable accommodation(s) may be made to enable individuals with disabilities to perform the essential functions.

• Act as a board liaison, supporting clear communication between the executive office and Board of Directors
• Organize and manage an active calendar of appointments
• Arrange detailed travel plans, itineraries, and agendas
• Prepare expense reports and other required documentation
• Help manage agency’s news media subscriptions
• Provide administrative and technical support to coordinate in-person, remote, and hybrid meetings
• Take clear and concise meeting minutes
• Maintain document filing systems for the executive office, while ensuring compliance with records retention procedures and other agency policies and legal or contract requirements
• Ensure discretion and confidentiality at all times (this position will have access to highly confidential information)
• Conduct prospect research on individuals, corporations, and foundations to support the CEO with solicitations
• Maintain up-to-date information about prospects and donors in donor database
• Support the preparation and writing of key donor correspondence and grant proposals / reports
• Provide staff support for fundraising and cultivation events
• Prioritize flow of information for External Affairs Manager and CEO’s review; conserve CEO’s time by reading, researching, and routing correspondence, signature requests, and other clerical needs
• Support the COO with administrative duties and special projects
• Assist External Affairs Manager with public policy research and tracking (monitoring and updating database)
• Support External Affairs Manager with strategic communications work (website, social media, etc.)
• In accordance with our "team" philosophy, the person filling this position may be required to carry out or assist with other tasks in addition to the duties listed on this job description
• Believe in and act in accordance with both the Agency’s and the programs’ mission / vision statements, adopted theoretical frameworks, and philosophy

QUALIFICATIONS & EDUCATION :

We seek to hire qualified staff who reflect the rich diversity of the communities we serve and can advance our mission. We define diversity in broad terms to include race, ethnicity, nationality, age, gender, religion, sexual orientation, gender identity and expression, disability, geography, socio-economic status, lived experience that relates to our mission and the communities we serve, etc. This is a priority for every one of our hires, inclusive of management and senior management level role