Reporting directly to the Executive Director of Safety & Security, the Executive Assistant (EA) provides executive support in a one-on-one working relationship. The EA serves as the primary point of contact for the Executive Director and also serves as a liaison with all staff. The EA must enjoy working within a team environment that is mission-driven, results-driven, and community oriented. The individual will have the ability to exercise good judgement in a variety of situations and will possess strong written and verbal communication, administrative, and organizational skills. The ability to maintain a realistic balance among multiple priorities is imperative. The EA must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
The statements listed below describe the general nature and level of work only. They are not an exhaustive list of all required responsibilities, duties, and skills. Other duties may be added, or this description amended at any time.
Provide comprehensive support services to the Executive Director that ensures outstanding communication and responsiveness.
Provide calendar management; prioritize inquiries and requests, troubleshoot conflicts with little guidance, make judgments and recommendations to ensure smooth day-to-day engagements.
Support Executive Director with internal and external communications.
Conduct research and analysis on issues of interest to the Executive Director.
Support and manage a high-volume of requests and projects to meet the objectives of the Executive Director.
Manage all scheduling and travel logistics w/ travel department for the Executive Director.
Prepare and edit correspondence, presentations, reports and memos.
Complete expense reports and manage correspondence with vendors.
Serve as the liaison to other departments within the organization.
Maintain quality filing and communications systems including contact management, document management and archiving.
Support Executive Director in monitoring of the First Family social media accounts, serving as a second set of eyes.
Monitor Executive Director Email to remain one step ahead and up to date on all communications.
Ability to represent to represent executive director in staff meetings and other functions when he is unable to attend.
Receive and greet any onsite visitors on behalf of the Executive Director. Serve as the initial point of contact upon arrival.
Use discretion and judgement;
Coordinate activities between multiple departments;
Use a personal computer and related software applications (Microsoft Office);
Ability to maintain confidentiality and safeguarding of all corporate, personnel and research matters including correspondence, reports, and other documents.
Communicate in order to interact with coworkers, supervisor, and the general public at a level sufficient to exchange or convey information and to receive work direction.
Preferred Qualifications and Skills
Bachelor’s Degree in Business Administration, or a related area.
Experience with Microsoft Office Suite, SharePoint and other storage systems.
Ability to juggle competing demands and to prioritize work with a sense of urgency in a dynamic, fast-paced environment.
Verbal and written communication skills.
Ability to work autonomously and in a team environment, while paying strict attention to detail.
Excellent organizational skills and an analytical view on maximizing productivity.
A reliable and trustworthy team member, with a strong understanding of confidential awareness as appropriate.
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