Be Strong Families is seeking an experienced executive assistant to its chief executive officer (CEO) to provide high-level, confidential administrative support. Duties will be administrative, clerical, and project-based and include scheduling travel, arranging meetings, handling information requests, preparing reports and correspondence and liaising with board members. This position is privy to confidential information and as such, requires diplomacy and discretion.
Team-Based Accountability Oversight Team (TAO) / Leadership Team, Organizational Advancement,
Works closely with:
COO, Organizational Advancement Strategic Advisors & Consultants, Communications and Marketing Assistant, TAO (Team-based Accountability Oversight) team members
Enhance the efficiency and productivity of the organization by shadowing and providing high-level executive assistance to its Chief Executive Officer. The CEO is charged with advancing the organization and leading its leadership team. The Executive Assistant to the CEO will contribute to both these efforts both administratively and also substantively. As time allows, s/he may also have specific projects to engage his / her creativity, energy, and time when the CEO does not require assistance.
Administrative Support to CEO
Maintain CEO's calendar including scheduling meetings and appointments
Handle communications on behalf of CEO when requested
Prepare CEO for meetings and presentations – with respect to both logistics and content
Prepare and format correspondence, documents, and presentations
Schedule, attend and take minutes for high-level meetings and teleconferences called by Be Strong Families
Provide logistical support for in-person meetings
Attend internal team meetings, representing the CEO
Collect and review timesheets for CEO direct reports -- and schedule meetings between them and CEO
Accompany CEO to meetings and presentations, both locally and those requiring travel
Assist with maintaining CEO's brand
Review materials for CEO
Assist CEO by coordinating time-limited, specific projects that are requested by board of directors and / or primarily administered by CEO (e.g., strategic planning process, new product or process development )
Prepare and submit expense reports and timesheets for / with CEO.
Offer strategic counsel when requested
Run work-related errands for CEO when requested.
Administrative Support to Board of Directors
Serve as a primary liaison to the board of directors
Support CEO in creating agenda and follow-up for board and board committee meetings
Coordinate collaborative development and prepare first draft of quarterly TAO / Leadership Team report to the Board of Directors
Schedule, attend, and take minutes for board of directors' meetings
Administrative Support for Strategic Plan Implementation / Organizational Advancement
Schedule, attend and take notes at TAO (Team-based Accountability Oversight) team meetings
Support CEO in creating agenda and follow-up for TAO meetings
Plan staff development days and retreats with CEO
Serve as a primary liaison and provide limited administrative support for designated strategic advisors and consultants
Other duties as assigned / negotiated.
At least 5 years previous experience providing high-level administrative support for C-Suite executive
Excellent discretion and judgment, ability to keep confidentiality
Proficiency in some or more of the following: Microsoft Office (Word, Excel, and PowerPoint), Adobe Photoshop, Mailchimp, WordPress, Squarespace, SalesForce, Zoom
Self-motivated and able to manage time and work efficiently without intensive supervision
Strong writing and proofreading skills
Ability to travel and flexibility to adjust work schedule according to agency needs (Evening/weekend hours may be required)
Valid driver’s license and automobile insurance for job-related travel as required
Experience with social media and / or website content management a plus
Status: Full-time, Exempt
Additional Salary Information: Salary level commensurate with experience
About Be Strong Families, NFP
Be Strong Families (BSF) is a national 501 c-3 organization whose mission is partnering to develop transformative conversations that nurture the spirit of family, promote well-being and prevent violence. We do this through the empowered engagement of vulnerable parents, youth, children, and extended family members and our organization is comprised of a passionate, dedicated, diverse team that works in partnership with systems, service providers, and parents. Learn more at www.bestrongfamilies.org.