Executive Administrative Assistant
About the Role:
The Executive Assistant will work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of tasks, e.g. calendaring, arranging meetings, travel, conferences as well as preparing binders, and acting as the point of contact with people from both inside and outside New Voices for Reproductive Justice while maintaining a high level of confidentiality. The ideal candidate will work in a fast paced environment and must exercise good judgment with outstanding interpersonal skills and high level of written and verbal communication skills.
This position will seamlessly oversee a variety of essential administrative responsibilities, while demonstrating exceptional poise and professionalism at all times. Outstanding interpersonal skills, a diplomatic nature, and the ability to intuitively and proactively respond to ever-changing priorities will thrive in this rewarding role. You will routinely act as the Executive Director’s first point of contact with people from both inside and outside the organization. The ideal candidate is an administrative professional dedicated to enhancing the effectiveness of the Executive Director. This role will support the Senior Leadership team as needed.
What we are looking for:
- Completes a broad variety of administrative tasks for Executives including managing active phones and calendar of appointments; coordinating and scheduling in person meetings and tele/video-conference calls; creating and maintaining meeting agendas and notes.
- Arranges detailed travel plans, itineraries, and agendas, including compiling documents for travel-related meetings.
- Prioritizes tasks and handles matters expeditiously, proactively, and with follow-through to successful completion.
- Compiles and processes expense reports with accuracy and attention to detail.
- Manages extensive and dynamic Executive calendars.
- Prepares agendas and takes minutes at monthly All-Staff Meetings and other governance meetings as assigned by the Deputy Director. Maintains files of these documents in both the appropriate electronic databases.
- Ensures ED is well prepared for all meetings, including all relevant materials briefed and arranged.
- Serves as the first point of contact to the ED and liaises with prominent contacts on their behalf.
- Expertly sorts, organizes, and prioritizes a high-volume of emails and paper mail.
- Composes, edits, and sends high-level correspondence.
- Meets and greets visitors.
- Works with other units to complete administrative projects.
- Safeguards and keeps relevant information and business matters confidential.
- Manages purchases of office supplies, program supplies and swag for the organization.
- Maintains training and conference attendance records of employees. Assists in scheduling and planning staff training.
- Assists in maintaining accurate and up-to-date human resource files, records, and documentation.
- Provides support in the planning, scheduling and presentation of new hire onboarding.
- Assists with planning and execution of special events such as, organization-wide meetings, retreats, employee recognition events, holiday parties, retirement celebrations, and benefits enrollment.
What you should have:
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and time management.
- Ability to remain proactive, reliable, calm under pressure, and react with flexibility to shifting priorities and deadlines on last minute changes and tight deadlines.
- Strong writing skills in composing and proofing written materials.
- Outstanding interpersonal skills and ability to build relationships and communicate clearly with funders, staff and Board members.
- Action-oriented, problem solver with strong decision-making capability, ability to work independently.
- Technology Capabilities –advanced skill in MS Word, 2013 or higher, to include generating Table of Contents, editing documents, track changes, and formatting. Skilled in using Outlook email and calendaring. Proficient in PowerPoint, Excel, Acrobat PDF, DocuSign and Sharefile and all Google Office products. Also, assisting in video conferencing via Zoom and Google Meet.
- Bachelor’s Degree and/or minimum 5 years’ experience interfacing with and supporting senior executives and management teams.
- Meticulous attention to detail and accuracy.
- Experience in a nonprofit environment is preferred.
- Excellent interpersonal and communication skills
- Professional demeanor with the ability to handle confidential information.
- Autonomous work ethic with little direction needed.
- Prior experience supervising others is a plus.
- Superb ability to multi-task and thrive in a fast-paced environment.
- Ability to obtain successful background screening, including a driver’s license screening.
What you will get:
- Generous Paid Time Off
- 11 Paid Holidays
- Medical, Dental, Vision Benefits and 401K
- Remote working opportunities, candidate must be based in Pittsburgh or Cleveland - no exceptions
- Opportunities for growth/career progression
- Being connected to a mission-driven organization that supports one of the country’s most imperative causes
- Exceptional work/life balance and amazing coworkers
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