Executive Support Specialist
17 hours ago
The Special Aide reports directly to the Chief Executive, providing strategic support in a collaborative working relationship. This key role serves as the primary point of contact for internal and external stakeholders on all matters pertaining to the Office of the Chief Executive.
Key Responsibilities:- Strategic Alignment: Work closely with various teams across the organization to ensure cohesive implementation of the Chief Executive's goals.
- Insightful Feedback: Provide actionable insights and feedback to the executive team based on observations and interactions across departments.
- Communication and Liaison: Keep the Chief Executive's bio updated and respond to requests for materials regarding the Chief Executive and the organization.
- Written Communications: Edit and complete first drafts for written communications to external stakeholders.
- Board Support: Serve as the Chief Executive's administrative liaison to the Board of Directors.
- Travel and Logistics: Assist board members with travel and logistics arrangements as needed.
- Confidentiality and Discretion: Maintain discretion and confidentiality in relationships with board members.
- Bylaw Compliance: Ensure compliance with bylaws regarding board matters, including the advance distribution of materials before meetings.
- Executive Team Participation: Participate as an adjunct member of the Executive Team, assisting in scheduling and attending all meetings.
- Meeting Coordination: Coordinate the agenda for senior management team meetings and off-sites, as well as all-staff meetings.
- Cross-Functional Collaboration: Facilitate cross-divisional coordination of Strategic Project Management and Initiatives.
- Research and Analysis: Conduct thorough research and analysis to support decision-making processes.
- Presentation and Reporting: Prepare comprehensive presentations and reports to communicate findings and recommendations.
- Relationship Building: Collaborate with the Strategic Initiatives team to coordinate the Chief Executive's outreach activities.
- Contact Follow-up: Follow up on contacts made by the Chief Executive and support the cultivation of ongoing relationships.
- Personalized Correspondence: Create personalized letters based on the Chief Executive's notes or guidance for strategic contacts on topics relevant to the organization.
- Stakeholder Engagement: Serve as the primary point of contact for internal and external stakeholders, facilitating clear and effective communication.
- Team Collaboration: Foster strong relationships with team members, partners, and clients to enhance collaboration and engagement.
- Correspondence Development: Draft high-quality correspondence, including emails, memos, and proposals that reflect the Chief Executive's voice and vision.
- Schedule Management: Plan, coordinate, and ensure the Chief Executive's schedule is followed and respected, using discretion to manage access to the Chief Executive's time and office.
- Bridge Role: Act as a bridge for smooth communication between the Chief Executive's office and internal departments, maintaining credibility and trust with senior management.
- Prioritization and Time Management: Keep the Chief Executive informed of upcoming commitments and responsibilities, proactively updating on evolving priorities.
- Project Completion: Manage special projects for the Chief Executive and complete critical aspects of deliverables, including drafting acknowledgment letters and personal correspondence.
- Conflict Resolution: Prioritize conflicting needs and handle matters expeditiously, ensuring the successful completion of projects under deadline pressures.
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