Executive Assistant to CEO

Position: Executive Assistant to the CEO
Position:
Executive Assistant to the CEO

Reports to:

Chief Executive Officer

Job Summary The Executive Assistant is responsible for providing administrative support and leverage to the CEO in the form of calendar management, scheduling, drafting and sending communications, meeting and event planning, preparation, coordination, execution, and special projects. Additionally, the Executive Assistant coordinates and attends all Thread Executive Team, Board of Director, and All-Staff meetings, takes notes, and sends meeting recaps. The Executive Assistant ensures the CEO’s workflow and schedule is on track and aligned with Thread’s priorities.

Key Responsibilities Administrative Support Support the CEO with email management, focusing on maintenance, tracking, and follow-upHelp the CEO prioritize and manage the calendar

Populate CEO calendar, ensuring it is consistently up-to-date, complete, and accurate

Record and disseminate minutes and/or notes in meeting spaces including Thread Executive Team meetings, Board of Director meetings, and All-Staff meetings

Draft external and internal communications for CEO review and publication including emails, meeting notes, and memoranda

Draft, finalize and disseminate Board of Director calendars for both individual committee and full Board meetings

Work collaboratively with the CEO to provide ongoing support with the planning and execution of appreciation notes, gifts, tokens, and events for staff, Board of Directors, and others

Maintains strict confidence with sensitive information

Prepare and edit correspondence, presentations, and reports for the CEOConduct research and compile data as directed by the CEOTrack and manage expense reports and invoices

Assist in special projects and initiatives as assigned by the CEO Administrative Coordination Support with the agenda creation and dissemination and follow-up for the Thread Executive Team, Board of Director, and All-Staff meetings

Prepare CEO for meetings, in partnership with other key staff and members of the Board of Directors Development Support Collaborate with development team members to provide accurate data, draft narratives and other support as needed

Support in ensuring that all grant proposals are submitted accurately and on time, adhering to each funder's guidelines and requirements

Coordinate with finance, human resources and program staff to gather necessary information for proposals and ensure alignment of budgetary needs with program goals

Provide additional writing support for the development team as needed

Special Projects Management of special projects delegated by the CEODraft, write, and send handwritten notes and gifts

Qualifications/Skills Minimum 3-5 years of related work experience required

High School Diploma or equivalent required;
Bachelor’s degree in Business Administration or related field preferred

Experience working closely with organization or company executives strongly preferred

Very strong interpersonal, communications and writing skills; ability to interact with staff and Board at all levels and build relationships

Very strong ability to manage tasks, prioritize issues and execute work in an efficient and timely manner

Proficiencies with technology (e.g. Google Suite, Excel, Salesforce) and Google Platform and willingness to adapt to new technologies

Ability to handle sensitive and confidential information with discretion

Ability to employ sound judgment

Ability to function in a high-paced and at times stressful environment

Strong candidates would possess the following attributes: excellent communication and writing skills, detail oriented, highly organized, positive attitude, self-motivated adept problem-solver, flexible, and able to rapidly prototype

Previous nonprofit experience preferred
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