Executive Administrative Assistant
Reports to: CEO
Position Overview: The Executive Administrative Assistant will report directly to the CEO, coordinating meetings, providing correspondence, and other tasks.
•Reviews, plans, and organizes the CEO schedule including calendar management, interaction with internal and external executives/assistants/consultants to coordinate meetings and appointments, independent handling of outside inquiries and meeting requests, and arranging for conference rooms and audio/visual requirements, as necessary.
•CEO correspondence: Manages CEO incoming mail; drafts, edits, proofreads, and sends responses, or forwards to other staff, as appropriate. Drafts and manages routine correspondence as well as proofs and drafts.
•Handles confidential information with absolute discretion.
•Answers and evaluates all incoming phone calls to the CEO, either handling them or forwarding them to the appropriate staff.
•Conducts research, edits, proofs, and prepares background information and presentation materials for the CEO prior to meetings and public events.
•Prepares documentation for CEO's expense reports, credit card purchases and mileage reimbursements.
•Books travel arrangements, including flights, hotels and rental cars as necessary.
•Maintains CEO contact list.
•Delivers special projects assigned by the CEO.
•Sets up meetings with potential donors and sponsors. Prepares donor packets and materials for review.
•Maintains list of Board member contacts and committees.
•Schedules various meetings for Board members and prepares materials.
•Sets up and maintains annual schedule for Board of Directors, Executive Committee, Finance Committee and other committees as needed.
•Arranges logistics for Board and Board Committees and ensures members have relevant correspondence.
•Maintains Board documents in organized fashion.
•Maintains Board of Director’s online portal with pertinent and relevant information including Board Packet, By-laws and other general forms.
•Corresponds between CEO, Board, and external contacts. Sends memos, e-mail and announcements via e-mail and post.
•Coordinates CEO's Outlook calendar.
•Prepares Power Point presentations when needed.
•Other duties as assigned.
•Knowledge of office practices and procedures
•Ability to follow instructions both written and verbal
•Ability to deal with the public requiring courtesy and tact
•Ability to communicate with a wide variety of people giving and receiving information and answering questions
•Ability to handle confidential information with absolute discretion
•Effective oral and written communication skills
•Ability to work in a fast paced and changing environment
•Ability to efficiently multi-task and meet monthly deadlines
•Above average knowledge working with Microsoft Office Suite and Adobe Acrobat
•2-5 years relevant experience
•HS Diploma, some college preferred
•Knowledge of and passion for the LGBTQIA+ and HIV communities
This position supervises: N/A
This position is Non-Exempt.