Senior Executive Assistant

Senior Executive Assistant Partners with the President and COO, as well as other senior staff leaders to ensure optimal use of executive’s time. Manages complex scheduling, board and committee operations, communications, reporting, and special projects to ensure efficient executive operations and effective governance. Exercises sound judgment, maintains confidentiality, and serves as key liaison with board members, staff, and external stakeholders.

Responsibilities:

Handle all administrative tasks for the President:

Manage complex executive calendars, prioritize scheduling requests, and coordinate travel arrangements; confirm appointments and greet visitors upon arrival

Prepare correspondence/draft emails, presentations, reports, credit card expense reconciliations in Financial Edge, and other executive materials

Monitor deadlines, track follow-up items, and help ensure timely completion of commitments

Draft executive administration department’s annual budget

Prepare and code check requests for incoming invoices in Financial Edge upon approval; prepare monthly variance report

Coordinate, schedule and draft agendas for quarterly Board meetings, Advisory Board, annual Emeritus Board, Special Task Forces, and quarterly Executive, Governance, Finance, and Investment committees as well as the bimonthly leadership meetings and annual offsite planning retreat (send calendar invites; reminders with minutes; track attendance); schedule bi-monthly meetings with all direct reports.

Attends all Board and assigned committee meetings to take and draft minutes (2 Boards; 4 committees).Maintains board intranet site (Easy Board); upload Board, Advisory Board, Adolescent Advisory Council and committee meeting documents in timely manner

Update contact list, Easy Board, and Outlook distribution groups for Board of Directors, Advisory Board, Emeritus Board, Adolescent Advisory Council, and all committees and distribute updates internally as appropriate

Maintains updated Bylaws, annual Board and Advisory Board Orientation manuals, Governance forms, Board/Advisory Board and committee minute books, and biennial Board evaluation surveys. Maintains/updates volunteer chronology report, Board and Advisory Board officer terms, committee Chair terms, Board and Advisory Board needs analysis/profile matrix and track new and/or retiring Board and committee members

Provides back-up receptionist relief once per week at lunch and helps cover if receptionist is sick, on vacation, etc.

Scheduling and Communication Serve as liaison between the President, senior leadership, board and committee members; schedule meetings and assist President in preparation of all meetings; make and distribute meeting handouts

Assists other senior staff members with meeting/calendar scheduling as needed

Manage incoming and outgoing communications, including internal and external mail, email, faxes and phone calls; draft emails as needed

Prepare and send birthday cards to Board members and birthday e-card to all staff from CEO.Reports and Special Projects Maintains accurate records and files for management reporting, budgets, etc.

Assist in material preparation; meeting materials and presentations

Acts as coordinator for special projects as requested (i.e. annual Leadership retreat; Strategic Planning)
Meeting Logistics Creates PowerPoint presentations and Excel reports

Assist in monitoring key dates, deadlines, etc.; follow up on various activities to ensure completion and deadlines are met; email meeting reminders

Coordinates refreshments for the meetings, reserves appropriate meeting room, and coordinates technology needs with IT.Drafts and distributes minutes of all Board and committee meetings.

Office Management Reviews operating practices and procedures…