Executive Assistant

Job Summary

The Executive Assistant is primarily responsible for providing high-level and a full range of administrative and organizational support to the Chief Executive Officer (CEO) and the Board of Directors. This position provides direct services to volunteers, parents, girls, board members, and community contacts by being professional, friendly, helpful, and knowledgeable. The Executive Assistant requires high-level independent judgement to plan, prioritize and organize the office workload and handle highly confidential and sensitive information. The Executive Assistant is accountable for positive, professional, and high-quality customer service by maintaining good relationships with personnel within the council and with external contacts.

Essential Duties and Responsibilities

• Maintains strict confidentiality in all matters concerning the CEO’s, Leadership Team's, and Board of Directors’ work.
• Performs a variety of administrative tasks for the CEO including answering and responding to inquiries via phone and email, coordinating travel – including airline, hotel, and car reservations, receiving and handling mail, coordinating meetings, CEO meeting room setup, i.e. projectors, AV equipment, Teams availability, materials), ordering supplies, process expense reports, submitting GSUSA reporting, booking registrations for CEO and board chair, maintaining accurate records; and compiling reports.
• Manage and maintain the CEO’s schedule and calendar with sensitivity to priorities and goals of the office; proactively prepare the CEO for upcoming meetings and engagements.
• Answering CEO phone calls and processing them appropriately.
• Meeting and escorting the CEO's visitors to the conference room or office.
• Coordinate scheduling of the CEO conference room.
• Responsible for board communications – notifications, reports, board meetings, annual meeting, governance requirements, minutes, Q&A, and board development.
• Acts as the council liaison for the National Council Session/GSUSA and coordinator of communication and travel arrangements for the GSEOK delegation.
• Coordinates communication between the CEO and the Executive Leadership team.
• Acts as the CEO’s representative and ambassador to external constituents as directed.
• Edits/prepares official internal and external correspondence for the CEO or the President of the Board as requested, including memos, letters, agendas, meeting notices, board mailings, board minutes, committee information, and reports. May compose drafts of correspondence for review and approval for members of the Leadership Team.
• Maintains the CEO’s official files for correspondence, historical records, publications, proposals, etc. Maintains the corporate management files for the board and board committees. Updates board and board committee rosters regularly.
• Communicates directives of the CEO and the Leadership Team to council staff. Distributes information received from GSUSA, the board, and other sources to appropriate management and professional staff, as directed by the CEO.
• Prepares PowerPoint presentations on behalf of the CEO.
• Coordinates with internal newsletter committee to ensure timely monthly distribution and contributes content as directed by the CEO.
• Writes reports and maintains and analyzes statistical data.
• Conducts research on behalf of the CEO on subject matters and builds CEO contacts online.
• Coordinate special projects and events such as the annual meeting, Board Retreat, Town Hall Council meetings, quarterly employee celebrations hosted by the CEO, and other council events as assigned.
• Participates in collaborative relationships with other council units to support the council's recruitment and retention of girls and adults.
• Is active in supporting the CEO in the development of the Council Strategic Plan.
• Attends team meetings regularly and is an active participant.
• Supports other departments when additional hands are needed, including Cookie Warehouse, Go Girl Gala, and recruiting events.
• Coordinates desk phone setup and assistance as needed.
• Assists in troubleshooting office equipment, including copiers.
• Serves as back-up to the Receptionist when available and it is necessary.
• Provides occasional support to other executives as approved by the CEO.
• Performs additional duties assigned by the CEO.

Minimum Qualifications

Education and Experience:

• Bachelor's degree in Business Administration or related field preferred, or equivalent work experience.
• Minimum of four (4) years in an administrative position. Experience supporting C-Level executives and a board of directors is preferred.

Required Skills/Abilities:

• Excellent interpersonal skills with the ability to interact effectively and diplomatically with all internal/external stakeholders, volunteers, and staff members at all levels of the council.
• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent project management skills.
• Excellent time management skills with proven ability to consistently meet deadlines.
• Ability to function well in a fast-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Extremely proficient with Microsoft Office Suite or similar software, with the ability to learn new or updated software.

Physical and Schedule Requirements:

• Must be able to lift and carry up to 25 pounds.
• Prolonged periods sitting at a desk and working on a computer.
• Ability to work flexible schedule to meet needs of the organization.