Executive Assistant to the President and CEO

St Louis, Missouri
Administration
04-28-2021
IISTL
Depends on Experience 
Full Time

The Executive Assistant provides executive support and reports directly to the President and CEO. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President. The Executive Assistant serves as support to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.

The Executive Assistant must be creative and enjoy working in an environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Roles and Responsibilities

Executive Support

 • Completes a broad variety of administrative tasks for the President & CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential.

• Communicates directly, and on behalf of the President and CEO, with Board members, donors, and others.

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.

• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which will have organizational impact.

• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.

• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

• Assist with special events.

• Other duties as assigned.

Board Support

  • Provides administrative support to board of directors
  •  Assist in the planning and coordination of Board Meetings, correspondences, agendas and minutes.
  •  Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

 Senior Management Support

  • Participates as an adjunct member of the Senior Management Team including assisting in scheduling meetings and attending all meetings.
  • Assists in coordinating the agenda of senior management team meetings and all staff meetings

Partnerships, and Outreach

  • Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general.
  • Edits and completes first drafts for written communications to external stake holders Strategic Initiatives. Works with the Strategic Initiatives team in coordinating the President's outreach activities
  •  Follows up on contacts made by the President and supports the cultivation of ongoing relationships
  •  Edits all, and creates acknowledgement letters from the President to donors.

 Qualifications

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail

• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors

 • Expert level written and verbal communication skills

• Proven ability to handle confidential information with discretion

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment

• Bachelor's degree required or equivalent experience

• 1- 3 years of non-profit executive support working experience  

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

 

Candidates of diverse backgrounds are strongly encouraged to apply.

Position will remain open until filled.

Full-time salaried position with benefits. EEO/AA

Position reports to: President and CEO