Reporting directly to the Executive Director of Digital Marketing, 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.
Duties & Responsibilities: Responsibilities including but not limited to:
Schedule meetings, appointments, and conferences for the Executive Director.
Ensure the Director is aware of upcoming commitments and deadlines.
Coordinate with internal and external stakeholders to schedule meetings and events.
Handle and prioritize emails, phone calls, and correspondence on behalf of the Executive
Draft, proofread, and edit documents, reports, presentations, and communications.
Arrange travel plans, including flights, accommodations, and transportation.
Prepare travel itineraries and ensure all necessary arrangements are in place.
Prepare meeting agendas, materials, and presentations.
Attend meetings, take minutes, and follow up on action items.
Organize and maintain digital and physical files, ensuring easy retrieval.
Manage document version control and ensure confidentiality.
Process expense reports, track expenses, and reconcile receipts.
Ensure compliance with company expense policies.
Assist in the planning and execution of digital marketing projects.
Track project timelines, milestones, and budgets.
Prepare reports and summaries for the Executive Director.
Collect and analyze data related to digital marketing campaigns and initiatives.
Liaise with vendors, suppliers, and service providers.
Obtain quotes, negotiate contracts, and ensure timely delivery of goods and services.
Collaborate with the digital marketing team to facilitate communication and information flow.
Provide administrative support to other team members as needed.
Maintain office supplies, equipment, and facilities.
Coordinate office maintenance and repairs.
Assist in organizing departmental events, workshops, and conferences.
Handle logistics, invitations, and RSVPs.
Handle sensitive information with the utmost confidentiality and discretion.
Address issues and challenges that may arise in the daily operations of the digital marketing department.
Be flexible and willing to take on new tasks and responsibilities as the needs of the department and Executive Director evolve.
Be proficient in office software (e.g., Microsoft Office Suite) and any specialized digital marketing tools or software used by the department.
Prioritize tasks effectively to ensure the Executive Director’s time is used efficiently.
Act as a communication bridge between the Executive Director and other team members, departments, and external contacts.
Stay updated on digital marketing trends, tools, and best practices to provide informed support.
Represent the Executive Director and the department professionally in all interactions.
Monitor and engage with the online community on the Executive Director’s or department’s social media platforms.
Respond to comments, messages, and inquiries in a timely and professional manner.
Foster a positive online presence, building and maintaining relationships with followers and stakeholders.
Report on social media metrics and trends to help shape digital marketing strategies.
Ensure that the Executive Director’s or department’s social media content aligns with branding and communication guidelines.
Bachelor Degree in Business Administration, or related area
At least 3-5 years of experience
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.
401(k)/ 401K matching
Employee assistance program
Flexible spending account
Paid time off
Monday to Friday
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 follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. Such tasks shall be capable of being performed with reasonable accommodation, if necessary, that does not impair a business necessity or impose an undue business hardship and without presenting a direct threat to the safety to the applicant or others.
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