The Executive Assistant provides high-level administrative support for the Deputy Director assisting and supporting leaders and associates in the organization.
The ideal candidate will be experienced in handling a wide range of administrative, operational, and executive support-related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible, and enjoy the administrative challenges of supporting a small office of diverse people and programs.
The candidate should have the ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role. Expert level written and verbal communication skills, strong decision-making ability and attention to detail are equally important.
Above all the ideal candidate will have a proven commitment to social justice and express comfort working in a multi-racial, multi-faith environment.
Essential Duties & Responsibilities
- Manage the daily schedule of the Deputy Director and coordinate relevant logistics;
- Provide heavy calendar management, requires interacting with both internal and external executives and assistants, as well as consultants and funders, to coordinate meetings;
- Serve as the first point of contact for the Deputy Director and triage all requests and help streamline communications and other activities;
- Conduct background research and provide pertinent materials to prepare executive’s for upcoming meetings and conferences;
- Manage and maintain travel arrangements, meeting registrations, and reservations for executives;
- Monitor, respond to, and distribute incoming and outgoing electronic and hard copy communications on behalf of the executives;
- Develop meeting tools, such as slide decks, agendas, and other documents and communications necessary to support meetings. Develop and distribute notes/results/action items from the meetings;
- Prepare expense reports, memos, letters, slide decks, spreadsheets, financial statements and other documents
- Prioritize and manage multiple projects simultaneously, and follow through on issues in a timely manner;
- Conduct research on podcast guests and prospective faith partners
- Support the set-up and running of Zoom meetings, while providing troubleshooting support for technical difficulties; and
- Manage, track, and update a database of faith partners, clergy leaders, congregations.
You are a great fit for this role if you have the following skills and/or prior experience:
- 3 or more years of experience supporting at the executive level
- Bachelor’s degree or equivalent experience
- Excellent calendar management skills
- Experience scheduling travel arrangements
- Strong knowledge of MS Office, including Word, Excel, PowerPoint, and GSuite
- Experience successfully creating and/or modifying processes
- High level of professionalism, attention to detail and confidentiality
- Positive attitude and flexibility
- Customer service orientation
- 100% follow-through
- Support experience in a nonprofit, public policy or social services environment
- Extensive knowledge of administrative online applications, such as Zoom, Slack, Dropbox, etc.
- Experience with various technical tools and software
- Familiarity with any of the following databases: SalesForce
- Experience with basic IT troubleshooting
- Experience managing vendors
- Experience with credit card reconciliations
- Experience with project management
This position would be based on the West Coast and report to the Deputy Director.
How We Work: Nonprofit HR’s Commitment to Diversity, Inclusion & Difference
It is a high priority for us to foster and maintain an environment where diversity and inclusion are valued and realized to the benefit of you and the clients that we serve.
We believe strongly in treating everyone fairly and value the full diversity of our colleagues, clients, partners and vendors. Inclusion is how we live our commitment to fairness and diversity. It shapes how we honor the perspectives, abilities and identities of our colleagues; how we listen to, engage and respond to our clients; and how we connect to and appreciate each other and those we serve. We define diversity as differences that influence and affect our firm, our workplace culture, and the communities and clients we engage in the following areas: race, color, ethnicity, national origin, socioeconomic status, pay and benefits, ability, military service, age, faith, gender, sexual identity, personal appearance, pregnancy, and political views. Continue reading our about our commitment to diversity, equity and inclusion at nonprofithr.com/deinow.