Executive Assistant to President​/CEO

EXECUTIVE ASSISTANT TO THE PRESIDENT/CEO

The Community Foundation for Greater Buffalo is seeking to hire an Executive Assistant to the President/CEO.

The Executive Assistant reports to the Director, Governance and Special Projects. As an administrative professional, the Executive Assistant will manage the daily activities of the President/CEO including, but not limited to: calendar management; travel coordination; meeting preparation/support; and event planning and supports keeping all administrative aspects of that role organized and moving forward. The Executive Assistant anticipates the needs of the President/CEO and helps in resolving operational, administrative and scheduling issues before they arise.

In addition to being organized and analytical, the Executive Assistant possesses strong technical competency, business judgment and the communication skills to interact in a highly professional manner with members of the Community Foundation’s Board of Directors, committee members, clients, community partners and other parties. A successful Executive Assistant should be comfortable in a fast-paced environment, excellent at follow-through, adept at written and verbal communications, skilled with software tools, and possess a high level of emotional intelligence, computer competency and organization.

The Executive Assistant should be motivated by the important mission-driven work of the Community Foundation and must maintain exceptional standards of ethics and confidentiality.

• Coordinates workflow to support a fast-paced and priority-driven work environment for a high-profile President/CEO with a brimming and dynamic schedule. This includes overseeing the coordination of the President/CEO’s calendar for meetings and events, sending appropriate reminders and confirming attendance, anticipating and preparing meeting materials, and supporting follow-up/next steps as needed.
• Manages the direct phone line of the President/CEO and fields incoming calls in a professional and efficient manner.
• Supports coordinating event logistics, creating registration forms, managing RSVPs, prepares event materials, including programs and name tags, and day of operational support.
• Coordinates registration and travel arrangements for conferences/trainings for the President/CEO, Board members and/or community partners and ensuring travelers are prepared for travel including efficiently compiling conference and travel details, preparing and submitting conference deliverables if needed and monitoring travel arrangements for any changes.
• Proactively ensures the provision of prompt, accurate, confidential and professional services to the President/CEO, including the preparation of reports, correspondence and presentations.
• Supports the Director, Governance and Special Projects in fielding communications with the Board of Directors, internal and external key stakeholders, including, volunteers, current and prospective clients/donors, community leaders and government officials. Handles all interactions calmly and professionally.
• Manages and maintains all administrative files (electronic and hard copy).
• Supports the Director, Governance and Special Projects with special projects and initiatives, as needed.
• Prepares and proofreads documents and correspondence, including generating and producing mail merges and PDF documents.
• Reconciles the President/CEO’s expense reports on a monthly basis.

• Supports the Director, Governance and Special Projects as needed to coordinate Board and Committee meetings, day-of Board and Committee meeting support and other logistical needs of the Board.

• Schedules all staff and other meetings, as required, and provides meeting management support, including preparing meeting minutes, if applicable.
• Provides support to staff members who plan and coordinate special events.
• Supports coordination of staff training and orientations when requested.

• Provides back up support for Receptionist/Office Administrator including but not limited to fielding mainline calls and covering the front desk as needed.
• On a…