Executive Assistant to the CEO Takoma Park

Executive Assistant to the CEO

Full Time • Takoma Park
Executive Assistant to the CEO
56-70K depending on experience; this is an exempt role
Position Summary

The Executive Assistant to the CEO is responsible for providing comprehensive support to the CEO, Board of Directors, and Senior Executive Team.  This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Essential Duties and Responsibilities: 

  • Serve as the primary point of contact for internal and external constituencies on all matters about the CEO, including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the CEO's style and organization policy. 
  • 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 the Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters. 
  • 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. 
  • 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. 
  • Work closely with the CEO to keep him informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense of the environment's issues and keeping the CEO updated. Anticipate CEO's needs in advance of meetings, conferences, etc. 
  • Coordinate all Senior 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 Senior Executive Team. Complete projects by assigning work to appropriate staff, including the Senior Executive Team, on behalf of the CEO. 
  • Work with the Senior Executive Team to coordinate the CEO's outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships. 
  • Provide hospitality to all guests meeting with the CEO and help to create a welcoming environment. 
  • Assist with answering the CEO's FairVote phone line and respond to inquiries. 
  • Invest in building long-lasting relationships both externally and internally. 
  • Play a role in designing and implementing internal and external communications efforts from the CEO and members of the Senior Executive Team.

Successful Candidate will possess the following qualifications:

  • Strong ability to execute work with a diversity, equity, and inclusion lens. 
  • Significant executive support experience, including supporting C-level executives. 
  • Nonprofit board experience is highly preferred. 
  • Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials. 
  • Strong verbal and written communication skills. 
  • Exceptional organizational skills and impeccable attention to detail. 
  • A high degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funding partners. 
  • Make appropriate, informed decisions regarding priorities and available time. 
  • Ability to complete a high volume of tasks and projects with little or no guidance. 
  • Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround. 
  • Able to maintain a high level of integrity and discretion in handling confidential information. 
  • Excellent judgment is essential. 
  • Ability to switch gears at a moment's notice. 
  • Thrive in an intense, do-it-yourself start-up environment. 
  • Ability to work well within a cross-functional team environment and diverse communities.
  • Preferred experience with electoral reform, small nonprofit.  
Compensation: $56,000.00 - $70,000.00 per year

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