Responsible for working directly with the President & CEO performing a number of administrative duties including calendar management, meeting planning/logistics (including Executive Committee, Board of Directors meetings, and Ad hoc Meetings), document management/distribution, meeting minutes, expense reporting, file document management, and phone coverage. Frequently and independently handles a wide variety of complex and confidential situations that may be time sensitive.

Essential Functions and Responsibilities to CEO:

Maintain CEO calendar; schedule all internal/external meetings, events and travel arrangements, establish appointment priorities. Many meetings are highly complex and involve internal and external parties.
Proactively confirm meetings, reservations, etc. and ensure the CEO has all necessary information for all appointments in advance (i.e. materials, driving/parking directions, reservation confirmations, etc.).
Maintain after-hours access to email and calendar as needed to manage issues related to CEO calendar (i.e. last-minute changes to location, time or cancellation/reschedule notifications).
Relieve CEO of a variety of administrative matters by assuming delegated authority in assigned areas.
Maintain visible presence in Office of CEO; greet visitors to the CEO Office.
Record and transcribe minutes at Executive, Management, and designated ad hoc meetings distributing to all parties involved.
Perform administrative support activities such as maintaining files and central historical records according to guidelines, ordering supplies and equipment, preparation of expense reports, etc., for CEO’s office.
Provide all telephone coverage, assessing urgency and importance of situations and taking appropriate action/follow-up (includes fielding calls when necessary).
Review all incoming written correspondence, summarize content and brief Senior Executive Team regarding important issues or conflicts; organize and prioritize all incoming information.
Ensure in the CEO’s absence that requests for action and information are fulfilled in a timely manner.
Proactively work to improve functions/processes in the Office of the CEO.
Anticipate and meet, or exceed, internal and/or external customer expectations and requirements; establish and maintain effective relationships with customers and gain their trust and respect.
Support the mission of The Community House.
Perform other related duties as assigned.

Essential Functions and Responsibilities to Board of Directors:

Liaison between Board members and CEO (and other Executives when necessary), providing information as needed.
Work with CEO and Board Chairman to establish yearly meeting schedule and agendas.
Create and maintain meeting packets for each meeting (working in collaboration with several departments to coordinate materials for packet) and post within agreed upon timelines prior to each meeting.
Record and transcribe minutes at Board meetings distributing to all parties involved.
Keep historical files of all Board minutes, actions, votes, etc.
Organize annual Board meetings and Board Orientation Training programs as appropriate.
Establish and maintain Board Member lists; contact information, terms, etc.
Perform other related duties as assigned

Qualifications:

3-4 years Executive Assistant experience, with minimum 2 years of experience reporting directly to executive-level management preferred.
Associates degree or equivalent work experience.
Experience in non-profit charitable organizations preferred.
Ability to communicate effectively (written & verbal) with a large and diverse constituency, including senior leadership, donors, foundations, supporters and support staff, representatives of other organizations, non-profit and for profit, various government/municipality officials, representatives, and vendors.
Proficient in Microsoft platform applications: Outlook, Word, Excel, PowerPoint; Donor Perfect and QuickBooks knowledge a plus.
Strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities.
Excellent judgment in aligning and adjusting to shifting priorities.
Demonstrated ability to handle confidential information.
Ability to stay focused, efficient, and effective in managing multiple priorities.
Ability to work and thrive in a diverse environment.
Ability to make decisions and problem-solve using logic to identify key facts, explore alternatives, and identify appropriate solutions.
Ability to work independently with little direct supervision.
Demonstrate The Community House’s Core Values of Accountability, Service Excellence, Quality, Diversity, and forging strong Relationships.
Respect the talent and unique contribution of every individual, culture and ethnic group and treat all people in a fair and equitable manner.
Valid State of Michigan Drivers License.

Compensation commensurate with experience.

Competitive Benefits: Including medical, dental, short-term disability, life, paid vacation and sick time, 401(K) retirement plan, and generous number of paid holidays!

The Community House

New Jobs

The Community House | Executive Assistant, Office of the President | birmingham, al