Executive Assistant

Executive Assistant

The Executive Assistant (EA) provides a wide range of functions to ensure the effectiveness of the President & CEO and the Managing Director of Strategic Initiatives (MDSI) of a mission-driven nonprofit organization dedicated to providing healthcare to those who can least afford it. The CEO sets the strategic direction for the organization. The MDSI sets the final deliverables. The EA implements and follows the MDSI's decisions and direction and ensures completion of assigned actions.

This role is ideal for a hyper organized, tech savvy person who thrives on moving complex work forward across teams and stakeholders. This position requires excellent judgement and decision-making, the ability to manage confidential and non-routine information, a proactive mindset, and an action-oriented approach. The ideal candidate has precise attention to detail, the ability to function with minimal supervision, excellent written and verbal communication skills, and very high customer-service orientation, including a willingness to help with a diverse set of tasks and needs that come up throughout their daily work.

Key

Duties and Responsibilities:

• Proactively manage the CEO's schedule in coordination with the MDSI including heavy calendaring and meeting and travel coordination
• Manage and triage CEO's internal and external communication including emails, mail, signature requests, and other critical items
• Organize and file important agency mail, emails, records, and other important paperwork
• Track and submit expense reports
• Track projects and other initiatives and provide timely updates
• Coordinate internal and external meetings, including scheduling, preparing meeting agenda and materials, recording and sharing meeting minutes, and following up on action items and deliverables
• Coordinate logistics for meetings, retreats, donor/funder visits, conference presentations, speaking engagements, and other events
• Organize catering for in person meetings/retreats and special events
• Maintain consistent presence at the facility and take ownership of the space
• Monitor supply levels and reorder supplies and equipment as needed (office supplies, hygiene supplies, printer materials, meeting supplies, kitchen items, etc.)
• Maintain organized supply storage areas and ensure supplies are neat and accessible
• Ensure common areas (conference rooms, reception, kitchen, shared work spaces) are tidy, functional, and ready for use
• Coordinate with Facilities/Operations Department on building wide initiatives, repairs, cleaning needs, or space configuration requests (submit IT/Facilities tickets when issues arise and track completion)
• Maintain an organized system for reserving rooms and equipment
• Answer and triage telephone calls, mail, and in-person visits by staff, clients, and other guests
• Greet and support visitors and guests and ensure all visitors adhere to safety protocols and have a smooth experience visiting the space
• Oversee incoming and outgoing mail and packages for 986 Mission and ensure timely routing to appropriate departments or individuals
• Prepare meeting spaces with materials, refreshments, signage, or technical setup as directed
• Support departments with events on site (e.g. new staff orientation, graduation ceremonies, donor/funder visits, etc.)
• Maintain an updated HQ procedures guide and communicate relevant updates to staff
• Serve as a point-of-contact for day-to-day HQ logistical and administrative questions
• Translate decisions and strategic direction into organized workplans, calendars, and task lists and manage follow-up with executive team in coordination with the MDSI
• Attend and schedule internal/external meetings and in-person retreats, and coordinate all pre and post meeting logistics including preparing agendas, ensuring attendance, taking minutes, ordering supplies and catering, and following up on tasks
• Prepare, proof, and format documents, slide decks, and other important executive documents and ensure version control and timely distribution
• Handle sensitive information with discretion and maintain organized digital files and records
• Serve as the liaison between the CEO and MDSI and the Board of Directors
• Provide administrative and logistical support to the Board of Directors and the committees such as take minutes, file important documents, ensure compliance with by-laws, etc.
• Prepare agendas, board packets, formal written reports, and other relative documents
• Take and archive meeting minutes and keep organized for distribution to relative departments as needed
• Provide support with board stewardship such as board recruitment and recognition
• Schedule and attend board meetings, committee meetings, retreats, and special events
• Order supplies and catering for meetings and events
• Participate as an active member of organization's Employee Engagement Committee and serve as the secretary and project coordinator for the iDARE (DEIB) Steering Committee, Project Management Committee (PMC), and the Modernization Team.
• Schedule meetings, track…