Position Summary: Reporting directly to the President & CEO of The Night Ministry, the Executive Assistant provides administrative support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President & CEO. The Executive Assistant also serves as a liaison to the Board of Directors, the Executive Team, and the Strategic Leadership Team. The Executive Assistant must be creative and enjoy working in an environment that is results-driven and fast paced, with competing priorities requiring simultaneous attention.
General Purpose: Provides administrative support to the President & CEO, in support of The Night Ministry's (TNM) mission and goals.
Must handle confidential information and exercise good judgment.
Must have the ability to handle stressful situations with tact and discretion.
Must have the ability to multi-task and prioritize projects.
Be able to assess situations and interactions that involve multiple individuals and act accordingly, always in support of The Night Ministry's values.
The ability to be proactive and to assess and address needs before they are made manifest escalate and handle on behalf of the President when needed.
Must exhibit emotional intelligence.
Ability to be flexible with schedule, occasionally working in the evening.
Completes a broad variety of administrative tasks for the President & CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; compiling documents for forthcoming meetings on the calendar.
Plans, coordinates, and ensures the President & CEO's schedule is followed and respected. Ability to be a gatekeeper while being respectful, creating win-win situations for direct access to the President & CEO's time and office.
Works closely and effectively with the President & CEO to keep him well informed of upcoming commitments and responsibilities and follow up appropriately. During the President & CEO's frequent absences from the offices, acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President & CEO updated.
Type and proofread correspondence for the President & CEO, to include but not limited to letters, internal correspondence, forms, policies and procedures (includes sensitive/confidential information).
Monitor President & CEO's mail and prioritize for his review and follow-up on them when directed.
Assist the President & CEO with development of materials for presentations.
Attend all quarterly meetings of the Board of Directors and the Executive Committee, take notes and prepare Board packets.
Develop agenda for the monthly Strategic Leadership Team.
Oversees development of Board packets for a variety of Board meetings.
Establish and maintain productive appropriately professional relationships with internal and external constituents with whom the President & CEO has contact.
Assist with all logistics related to meetings that the President & CEO hosts, including preparing materials, tracking attendance, facilities reservations, ordering food, and clean up.
When the President & CEO is not in the office, act as the conduit between him and all staff with the exception of HR and the Vice Presidents.
Essentials skills and experience:
A bachelor's degree in Business and/or a related field. Minimum of two years of demonstrated effective support of senior executives.
Must be detail-oriented and possess excellent problem-solving skills.
Excellent oral and written communication skills.
Exceptional organizational skills.
Must be able to work independently with minimal supervision.
Extensive experience and proficient with Microsoft Office.
Must have the ability to organize and manage multiple priorities and projects.
Must have access to reliable personal transportation.
Experience working with Board members, committees, staff, and volunteers; ability to interact comfortably with diverse populations.
Nonessential skills and experience:
Reporting to this position:
No direct reports.
Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Physical Demands: While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle or feel objects, tools or controls; climb stairs; crouch, or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
Work environment: While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate, but may vary.
Compensation: position offers an hourly rate with full benefits package.
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