Job Title: Executive Administrator
Reports To: Chief Executive Officer
FLSA Status: Exempt
Salary Range: $50,000-$65,000
The following is a summary of the essential functions of the job. The employee may perform other duties, both essential and non-essential, that are not mentioned below and specific responsibilities may vary.
Under the direction of the Chief Executive Officer, provides a wide range of executive and administrative support, working independently with little to no supervision. This position also provides office administrative support to the business office working to enhance the effectiveness of the office.
Essential Duties and Responsibilities: include the following.
Completes a broad variety of administrative tasks for the CEO including:
- Plans, coordinates and ensures the CEO's schedule is followed and respected.
- Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
- Communicates directly, and on behalf of the CEO, with Board members, donors, Foundation staff, and others, on matters related to CEO's programmatic initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some of which may 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 organization.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Expense report submission, reconcile and track reimbursements status.
Board Support and Liaison
- Serves as the CEO's administrative liaison to Human Options Foundation's board of directors
- Assists board members with travel arrangements, lodging, and meal planning as needed
- Maintains discretion and confidentiality in relationships with all board members
- 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.
- Plan board meetings and work closely with CEO.
Senior Management Liaison
- Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
- Assists in coordinating the agenda of senior management team meetings and off-sites, and all-staff meetings
- Facilitates cross-divisional coordination of travel and outreach plans
- Maintains discretion and confidentiality in relationships with all Senior Management members
- Works with the Strategic Initiatives team in coordinating the CEO's outreach activities
- Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships
- Edits all, and creates acknowledgement letters from the CEO to donors
- Typing or editing emails, memos and other correspondence generated by CEO, Executive Leadership team the administrator may also write emails, letter and reports. Excellent spelling and grammar skills and mastery of word processing, database presentation software are necessary.
Meeting and calendar management:
- Proactive scheduling to accommodate shifting business priorities while ensuring appropriate allocations of time.
- Manages the executive leadership calendars, scheduling meetings, prepare agendas, operates audio visual systems during meetings, records minutes and ensure that meeting don’t exceed times limits. Each executive leadership may also hold their own meeting, depending on their areas of responsibility.
- Organize agendas, action items and minutes for key staff meetings with C-level personnel
- Manage projects, internal and external meetings/events from budget planning through logistical coordination.
- Coordinate travel arrangements, including booking air, ground transportation for Executive Leadership Team and Board of Directors.
- Executive administrator schedule events, conferences, dinners and Executive Team retreats including All Staff Meetings and Board retreats.
Communications, Partnerships, and Outreach
- Ensures that the CEO’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
- Ensures the smooth and adequate flow of information within the agency to facilitate other business operations.
- Monitor inventory of office supplies and purchases of new material with attention to budgeting constraints.
- Supply ordering and distributing for the business office, and other key logistics. Including vendor management and facilitating competitive pricing on office supplies and services.
- Identify and coordinate most productive and cost effective method for meetings including in person, on-site, off-site, audio conferences and video conferences.
- Responsible for all space planning activities within the business office.
- Supervision of junior-level administrative assistants in the executive office may be part of the administrator’s job description.
- Oversee facilities servers, maintenance activities(e.g. tech, electricians)
- Organize and supervise other office activities, (e.g. recycling, event planning)
Required Knowledge, Skills and Abilities:
- Bachelor's degree in business required
- Strong work tenure 5 years of experience supporting C-Level Executive, preferably in non-profit organization
- Experience and interest in internal and external communications, partnership development, and fundraising
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
- Strong interpersonal skills and the ability to build relationships with staff, board members, external partners and donors.
- Ability to conduct research and present data in a succinct and well-written manner.
- Ability to work independently and with professional discretion.
- Excellent writing, editing, grammatical, organizational, and research skills.
- Ability to work with a broad range of people including major donors, Board members, foundation staff, colleagues of the CEO and staff, and others.
- Excellent management, time-management, and problem-solving skills.