Executive Assistant

The Executive Assistant provides high-level administrative support to the President/CEO and serves as a primary liaison to the Board of Trustees. This role is essential for organizational efficiency, managing complex governance schedules, board communications, and critical administrative workflows. The ideal candidate is a proactive problem-solver who can navigate sensitive donor and nonprofit data with the utmost discretion and professionalism.

Key Responsibilities

Governance & Board Relations

• Meeting Coordination:
  Manage logistics for Board of Trustees and Board Committee meetings, including scheduling and virtual platform setup.
• Documentation:
  Prepare professional agendas, compile board packets, and record accurate meeting minutes for official record-keeping.
• Compliance:
  Maintain the official Board of Trustees roster and ensure all governance contact information is current.

Administrative & Executive Support

• Calendar Management:
  Proactively manage the CEO's calendar, resolving conflicts and prioritizing high-impact engagements.
• Social Media Management:
  Manage and update the President/CEO's professional social media presence (specifically Linked In) to ensure profiles are current, professional, and actively engaged with relevant stakeholders.
• Technical Facilitation:
  Lead the setup of Zoom and other virtual meeting tools, ensuring a seamless experience for all participants.
• Audit Assistance:
  Pull together and organize information to assist with annual financial auditing and internal reviews.

Development & Donor Stewardship

• Donor Appreciation:
  Facilitate donor "thank you" mailings and other stewardship items to support the development team's goals.
• Strategic Support:
  Assist with special projects and initiatives as needed to advance BVMI's mission.

Employment Standards

• Experience:
  
  3-5 years of experience supporting executive-level leadership, preferably within a nonprofit or healthcare environment.
• Technical Proficiency:
  Advanced skills in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace. Expert-level knowledge of Zoom and virtual meeting platforms.
• Communication:
  Exceptional writing and editing skills for preparing formal minutes and professional correspondence.
• Organizational
  
  Skills:
  
  A "project manager" mindset with the ability to handle multiple deadlines simultaneously.
• Discretion:
  High level of integrity and confidentiality regarding organizational data and donor relations.

Essential Attributes

• Discretion:
  Proven ability to handle confidential information regarding board activities and donor relations.
• Mission Alignment:
  Passionate about BVMI's mission to provide healthcare to the uninsured and dedicated to the "Culture of Caring."
• Professionalism:
  Highly dependable, punctual, and detail-oriented in all deliverables.

Disclaimer

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any additional duties or other job-related duties as requested by their supervisor. This document does not create an employee contract, implied or otherwise, other than at-will employment.