Executive Assistant to CEO

**Job Purpose**: The Executive Assistant to the CEO is responsible for providing comprehensive support to the CEO, Leadership Team, and Executive Team and managing the organization’s office operations, communications, and stakeholder management. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. **Job Descriptions**: - Provide sophisticated calendar management for the CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements. - Act as a liaison and provide support to the Leadership Team. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes. - Complete a broad 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 appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy. - Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. - Anticipate CEO’s needs in advance of meetings, conferences, etc. - Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed. - Provide "gatekeeper" and "gateway" roles, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. - Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO. - Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships. - Manage all aspects of the organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization. - Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Provide leadership to all levels of the organization, to meet their current and future information needs. - Provide event management support as requested. - Provide hospitality to all guests and help to create a welcoming environment. - Manage scheduling for company executive(s) - Draft, review and send communications on behalf of company executive(s) - Organize and prepare for meetings, including gathering documents and attending to logistics of meetings - Answer and respond to phone calls, communicate messages and information to the executive - Coordinate travel arrangements - Maintain various records and documents for company executive(s) - Invest in building long-lasting relationships both externally and internally. - Other projects/duties as assigned for the organization’s overall benefit. **Key Skills: (must have)** - Strong organizational skills that reflect the 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, leadership team members, external partners and donors - Excellent interpersonal communication skills with a demonstrated aptitude for speaking and presenting to both technical and general audiences in an engaging manner - Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate the highest level of customer/client service and response - **Expert-level written and verbal communication skills**: - Excellent listening, negotiation, and communication skills - Demonstrated proactive approaches to problem-solving with strong decision-making capability - Excellent organization and presentation skills - Excellent telephone etiquette and willingness to engage with customers and users in person, by phone or digitally - Good documentation and analytical skills, with the ability to translate data into insights - Emotional maturity - Demonstrated ability to achieve high-performance goals and meet deadlines i