Executive Assistant
Posted
Description
Our Mission
The LGBTQ+ Center serves as a safe haven for all. We welcome and celebrate the diversity of our communities and strive to empower all to live authentic lives.
Position Overview
The Executive Assistant will provide high-level administrative support to the CEO and other senior staff. This role requires a proactive, organized, and detail-oriented individual who can handle multiple tasks efficiently and effectively. The Executive Assistant will be a key player in ensuring the smooth operation of the executive office and supporting the organization's overall mission.
Key Responsibilities
Administrative Support:
- Manage the CEO’s calendar, schedule meetings, and coordinate travel arrangements.
- Prepare and edit correspondence, communications, presentations, and other documents.
- Conduct research, compile data, and prepare reports for consideration and presentation by executives.
Meeting Coordination:
- Organize and coordinate meetings, including board meetings, committee meetings, and staff meetings.
- Prepare agendas, take minutes, and distribute materials before meetings.
- Follow up on action items and ensure timely completion.
Communication:
- Handle confidential information with discretion and maintain the highest level of confidentiality.
- Draft and manage communication on behalf of the Executive Director/CEO.
Project Management:
- Assist with special projects and initiatives as directed by the CEO.
- Track project progress, manage timelines, and ensure deadlines are met.
- Collaborate with team members to ensure successful project execution.
Office Management:
- Oversee office supplies and equipment, ensuring the office is well-organized and functions efficiently.
- Manage the organization’s contact database and maintain accurate records.
- Provide support to other team members as needed.
Event Planning:
- Assist in planning and coordinating organizational events, including fundraising events, conferences, and community outreach activities.
- Handle logistics, invitations, and other event-related tasks.
All other duties as assigned.
Knowledge & Skills
- Extensive knowledge of executive office administration, nonprofit operations, and board governance practices.
- Demonstrated ability to manage highly confidential information with discretion and sound judgment.
- Exceptional organizational, project management, and prioritization skills with the ability to manage multiple competing priorities.
- Advanced proficiency in Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
- Strong interpersonal skills with the ability to establish and maintain effective working relationships with board members, executives, community partners, donors, and team members. Excellent written and verbal communication skills, including executive correspondence, report preparation, and presentation development.
- Ability to anticipate executive needs, proactively resolve issues, and independently exercise judgment in support of organizational priorities.
- Strong understanding of nonprofit governance, fundraising environments, and mission-driven organizations.
- Proven ability to coordinate high-level meetings, board activities, special events, and strategic initiatives.
- Demonstrated commitment to professionalism, integrity, and customer service excellence.
Qualifications
Minimum Qualifications
- 5-10 years of executive-level administrative support experience
- Experience supporting a CEO, President, Executive Director, or C-suite executive
- Experience working in a nonprofit setting
- Experience supporting a Board of Directors
Educational/ Licensure Requirements
Educational Requirements
- Bachelor’s degree or equivalent experience preferred
Licensure Requirements
- Has a driver’s license and can operate a vehicle.
Physical Requirements
The ability to:
- Remain seated and work at a computer for extended periods.
- Use a computer, keyboard, mouse, and telephone regularly.
- Communicate effectively in person, by telephone, and via video conferencing.
- Occasionally stand, walk, bend, reach, and lift office materials.
- Lift and carry items weighing up to 10–25 pounds occasionally.
- Travel locally or overnight, if required by the position.
- Perform the essential functions of the job with or without reasonable accommodation.
Salary range: $57,000 - $64,000 – Annually
Benefits:
- 403(b) W/Employer percentage match
- Health Insurance
- Dental
- Vision
- Employee Assistance Program – EAP
- PTO
- Paid holidays
- Floating Holidays
- Birthday time