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!
