Executive Assistant to Director

Position Summary

The Executive Assistant to the CEO’s primary responsibility is to provide logistical support and office coordination to the organization, ensuring the installation of appropriate systems and tools for the team’s success. Specifically, the position is responsible for providing assistance to the CEO, providing general office management, and meeting and event coordination. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.

Essential Duties and Responsibilities

• Provides comprehensive support services to the CEO/President that ensures a professional, responsive and effective experience with the organization as a whole.
• Provides sophisticated calendar management. Prioritizes inquiries and requests while troubleshooting conflicts with little guidance; makes judgments and recommendations to ensure smooth day-to-day engagements.
• Administers correspondence, manages incoming calls, and prioritizes phone messages, emails and mail. Handles all calls and visitors with grace, sophistication and professionalism.

Job Duties

• Writes error-free, eloquent emails and letters for various events and announcements.
• Updates and maintains phone lists for CEO.
• Manages contacts using Outlook to conduct up-to-date database entry, tracks VIP relations and correspondence; facilitates relationships by familiarizing his/herself with various life events (such as birthdays, and other major milestones).
• Provides complex travel arrangements. Becomes familiar with the specific, detailed needs of the CEO and travel partners; creates consistent travel itinerary portfolios for reference and be available during travel times to quickly address any last minute changes or cancellations.
• Accurately tracks expenses for CEO by managing credit cards and receipts. Processes and submits receipts accurately and on schedule.
• Maintains confidentiality and uses a high degree of discretion.
• Works in a professional and focused manner to schedule internal and external meetings including, but not limited to,  Board and subcommittees, project teams, etc.
• Prepares for meetings including ordering lunch, booking conference rooms, setting up projector or video conferencing units.
• Uses Outlook, Word, Excel and PowerPoint to produce materials for internal and external meetings and conferences.
• Takes notes and distributes meeting minutes, agendas and meeting packages.
• Works closely with Greater Portland team to arrange meetings and events as needed.
• Assists with recruitment efforts, new hire orientations, on-boarding and terminations.
• Acts as a liaison with landlord and building management on any office-related issues.
• Acts as a liaison with outsourced IT consultant on all technology-related issues, including rapidly responding to staff problems and network outages.
• Acts as a liaison with the Board of Directors as needed.
• Sets-up staff meetings, maintains electronic staff calendars and organizes team events.
• Answers and directs calls and emails of the CEO of a general nature.
• Provides timely and proactive management of the organization’s office environment.
• Maintains physical and electronic office filing systems for CEO.

General

• Maintains punctual, regular and predictable attendance.
• Works collaboratively in a team environment with a spirit of cooperation and as a relationship builder.
• Displays excellent communication skills including presentation, persuasion, and negotiation skills required in working with guests, vendors, and coworkers and including the ability to communicate effectively and remain calm and courteous under pressure.
• Displays engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic attitude.
• Provides systematic and dependable follow up, as well as a high level of organization and preparedness.
• Maintains workflow under pressure and in a fast-paced, high-profile work environment.
• Respectfully takes direction from CEO.
• Other duties as assigned.

Supervisory Responsibilities

• Directly supervises the Administrative Assistant.
• Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws.
• Responsibilities include interviewing, making hiring recommendations, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

Ability

• To perform essential job duties with or without reasonable accommodation and without posing a direct threat to safety or health of employee or others.
• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• The requirements listed below are representative of the knowledge, skill, and/or ability required.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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