Executive Assistant

Position Summary:

The Executive Assistant is critical in fulfilling and advancing SCES’s mission of delivering exceptional care and community-based support to our clients and communities so that our clients can live independently and with dignity in the setting of their choice for as long as possible. This role serves as a key support function for the CEO, connecting organizations, projects, and critical business information to the CEO, ensuring meetings and materials are efficient and effective, and serving as a trusted partner to deliver against the priorities of the business.

The Executive Assistant acts as a business partner and provides high-level administrative support by providing consistent, thorough, and confidential assistance with organizational tasks such as responding to emails and calls, coordinating meetings and travel, and attending to needs related to the Board of Directors. They are a proactive problem solver with exceptional communication skills and meticulous attention to detail and although they will primarily support the CEO, they will also provide additional support to leadership team members, as directed, to ensure that agency goals and objectives are accomplished and that operations run efficiently.

The dynamic nature of this role requires the executive assistant to have exemplary time management skills and the ability to identify and anticipate needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of SCES’s Leadership Team, Board of Directors, and key external leaders that frequently interact with the CEO and the organization. To perform this job successfully, the executive assistant is expected to handle highly sensitive and confidential financial, legal, personnel, and institutional information while exercising professionalism and discretion.

Job Responsibilities and Performance Standards:

  • Provide sophisticated calendar management for the CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
  • Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
  • Maintain and update the Board governance software (OnBoard) with relevant Board meetings, committees, and governance-related materials. Work with the vendor to ensure settings are properly applied throughout the application to ensure confidentiality and prevent security breaches.
  • Maintain Board orientation materials, bylaws, and annual regulatory documents such as conflict of interest.
  • Complete a wide variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
  • Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine the appropriate action, referral, or response, exercising judgment to reflect the CEO’s style and organization policy.
  • Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense of the issues taking place in the environment and keeping the CEO updated. Anticipate the CEO’s needs in advance of meetings, conferences, etc.
  • Provide assistance to all aspects of the organization’s office services, including the evaluation and assistance in developing office policies and procedures for improved workflow and anticipate future needs as the organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for organization operations, as well as replenishing office materials and supplies.
  • Provide event management support as requested. Follow up on contacts made by the CEO to cultivate ongoing relationships.
  • Provide hospitality to all guests and help to create a welcoming environment.
  • Other projects/duties as assigned for the organization’s overall benefit.

Professional Standards and Conduct:

  • Collaborative and Responsive: Regularly communicate, follow up, and use a team-driven approach. Respond thoughtfully and promptly to agency needs, requests, and inquiries; identify and build partnerships with key stakeholders. Demonstrate excellent organizational and time management skills to meet various deadlines, ensuring closed-loop communication, multi-tasking, and maintaining flexibility to adapt and adjust workload assignments based on various needs.
  • Communication: Skilled in verbal and written communication, demonstrating the ability to communicate information in various ways to meet diverse styles and cultural backgrounds. Able to maintain high integrity and discretion in handling confidential information. Excellent judgment and the ability to switch gears at a moment’s notice are essential.
  • Analytical: Critical thinking skills, using logic and reasoning to identify the strengths and opportunities of alternative solutions, conclusions, or approaches to problems. Make appropriate, informed decisions regarding priorities and available time and react appropriately to situations requiring quick response or turnaround. Ability to complete many time-sensitive and complex tasks and projects with little or no guidance.
  • Attendance and Punctuality: Dependable, punctual, showing flexibility when needed. Attends meetings as needed and is fully present and participates during those meetings.
  • Commitment: Embody SCES’s core values show integrity, accountability, and professionalism in all interactions. Aids in furthering SCES’s mission and commitment to an inclusive environment.

Qualifications:

  • High-school diploma required. Associate or Bachelor’s degree is strongly preferred.
  • Certifications as an Administrative Professional or Microsoft Office Suite Specialist are strongly preferred and considered in lieu of an Associate’s or Bachelor’s degree.
  • A minimum of 3-5 years of executive support experience is required, including supporting C-level executives, ideally in a non-profit setting. Nonprofit board experience is highly preferred. Consideration for candidates with a combination of education and experience.
  • Strong ability to execute work with a diversity, equity, and inclusion lens.
  • Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
  • Technical proficiency and problem-solving skills in basic IT infrastructure, IT support and troubleshooting, and cloud-based environments (web-based applications).
  • Exceptional organizational skills and impeccable attention to detail.
  • High professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.

Physical Environment

  • Physical surroundings are comfortable with minimal exposure to injury or hazards.

Social/Psychological Conditions

  • Occasional stress due to periodic or cyclical workload pressures and deadlines. Some interruptions involved.

Physical Effort

  • Frequently sits, stands, walks, bends, reaches, and stoops throughout the day.
  • Frequently lifts, pulls, pushes, and carries up to 20 lbs.
  • Periodic eye strain and light ear strain.