Executive Assistant to the CEO

Position:  Executive Assistant to the CEO

Reports to: Chief Executive Officer

Job Summary

The Executive Assistant is responsible for providing administrative support and leverage to the CEO in the form of calendar management, scheduling, drafting and sending communications, meeting and event planning, preparation, coordination, execution, and special projects. Additionally, the Executive Assistant coordinates and attends all Thread Executive Team, Board of Director, and All-Staff meetings, takes notes, and sends meeting recaps. The Executive Assistant ensures the CEO’s workflow and schedule is on track and aligned with Thread’s priorities.
 

Key Responsibilities

Administrative Support

• Support the CEO with email management, focusing on maintenance, tracking, and follow-up 

• Help the CEO prioritize and manage the calendar 

• Populate CEO calendar, ensuring it is consistently up-to-date, complete, and accurate

• Record and disseminate minutes and/or notes in meeting spaces including Thread Executive Team meetings, Board of Director meetings, and All-Staff meetings

• Draft external and internal communications for CEO review and publication including emails, meeting notes, and memoranda

• Draft, finalize and disseminate Board of Director calendars for both individual committee and full Board meetings

• Work collaboratively with the CEO to provide ongoing support with the planning and execution of appreciation notes, gifts, tokens, and events for staff, Board of Directors, and others

• Maintains strict confidence with sensitive information

• Prepare and edit correspondence, presentations, and reports for the CEO

• Conduct research and compile data as directed by the CEO

• Track and manage expense reports and invoices

• Assist in special projects and initiatives as assigned by the CEO

Administrative Coordination

• Support with the agenda creation and dissemination and follow-up for the Thread Executive Team, Board of Director, and All-Staff meetings

• Prepare CEO for meetings, in partnership with other key staff and members of the Board of Directors

Development Support

• Collaborate with development team members to provide accurate data, draft narratives and other support as needed

• Support in ensuring that all grant proposals are submitted accurately and on time, adhering to each funder's guidelines and requirements

• Coordinate with finance, human resources and program staff to gather necessary information for proposals and ensure alignment of budgetary needs with program goals

• Provide additional writing support for the development team as needed

Special Projects

• Management of special projects delegated by the CEO

• Draft, write, and send handwritten notes and gifts

Qualifications/Skills

• Minimum 3-5 years of related work experience required 

• High School Diploma or equivalent required; Bachelor’s degree in Business Administration or related field preferred

• Experience working closely with organization or company executives strongly preferred

• Very strong interpersonal, communications and writing skills; ability to interact with staff and Board at all levels and build relationships

• Very strong ability to manage tasks, prioritize issues and execute work in an efficient and timely manner 

• Proficiencies with technology (e.g. Google Suite, Excel, Salesforce) and Google Platform and willingness to adapt to new technologies

• Ability to handle sensitive and confidential information with discretion

• Ability to employ sound judgment

• Ability to function in a high-paced and at times stressful environment

• Strong candidates would possess the following attributes: excellent communication and writing skills, detail oriented, highly organized, positive attitude, self-motivated adept problem-solver, flexible, and able to rapidly prototype

• Previous nonprofit experience preferred