Chief Executive Assistant

Position Summary:

The Chief Executive Assistant is responsible for providing comprehensive support to the project head office and Executive Team and managing the organization’s office operations, including working remotely with the GCR  team. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality. The Executive Assistant’s responsibilities include managing calendars, making travel arrangements, and preparing expense reports.

Duties and Responsibilities:

Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.Complete a broad variety of administrative tasks that facilitate the Project’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Project Head, including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect organization policy.Work closely with the Project Head to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense of the issues taking place in the environment and keeping the PROJECT HEAD updated. Anticipate PROJECT HEAD’s needs in advance of meetings, conferences, etc.Maintain open communications with the GCR team, including meeting regularly with their operations and technology coordinator and providing information and documents as needed.Provide "gatekeeper" and "gateway" roles, providing a bridge for smooth communication between the PROJECT HEAD and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the PROJECT HEAD.Work with the Executive Team to coordinate the PROJECT HEAD’s outreach activities. Follow up on contacts made by the PROJECT HEAD to cultivate ongoing relationships. Manage all aspects of the organization’s office services. evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organization grows. Assist in the selection of vendors and purchase of equipment, services, and supplies necessary for the operation of the organization.Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Provide leadership to all levels of the organization, including the GCR team, to meet their current and future information needs. Supervise IT, consultants. Prepare budget recommendations.Replenish office materials such as snacks, printer supplies, paper, office supplies, etc.Provide event management support as requested.Provide hospitality to all guests and help to create a welcoming environment.Answer main phone line and respond to inquiries.Process and distribute daily mail.·Invest in building long-lasting relationships both externally and internally.Manage petty cash reimbursements and reconciliation.Other projects/duties as assigned for the overall benefit of the organization.

Qualification:

Strong ability to execute work with a diversity, equity, and inclusion lens.Significant executive support experience, including supporting C-level executives. Nonprofit board experience is highly preferred.Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.Strong verbal and written communication skills.Exceptional organizational skills and impeccable attention to detail.The high degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.Make appropriate, informed decisions regarding priorities and available time.Ability to complete a high volume of tasks and projects with little or no guidance.Ability to react with appropriate levels of urgency to situations and events that require a quick response or turnaround.Able to maintain a high level of integrity and discretion in handling confidential information.Excellent judgment is essential.Ability to switch gears at a moment’s notice.