Executive Assistant to the CEO

Job description

Executive Assistant to the CEO About the Role: The Executive Assistant (EA) to the CEO/Executive Director (CEO) will play a crucial role in ensuring the smooth operation of the executive office. This position requires a dynamic individual who can manage the CEO’s schedule, support fundraising and business development efforts, provide day-to-day administrative support, and assist the Board of Directors. The EA will also serve as a backup for various administrative tasks working closely with the Director of Administration. Key Responsibilities: Executive and Administrative Support: Proactively manage the CEO's calendar, make travel arrangements, handle reservations, and organize internal and external meetings, special events, and all-staff gatherings. Prepare and track budgets for meetings, special events, and all-staff gatherings. Attend meetings assigned by the CEO, take minutes, identify action items, and work with managers to assign and track these items. Provide comprehensive support to the Board of Directors, including maintaining calendars, arranging meeting logistics, managing contact lists, and handling Board packets and documents. Manage projects as assigned by the CEO and assist other department Directors with project oversight as needed Draft, review, and proof-read correspondence, presentations, reports, and other communications to internal and external stakeholders. Review service and technology contracts for accuracy, compliance, and proper adherence to FAES contract standards prior to CEO and/or legal review, flagging potential issues for management, accounting, or legal teams. Create internal newsletters and weekly update emails in collaboration with department heads. Prepare monthly expense reports for the CEO. Provide other administrative assistance as needed. Fundraising and Business Development Support: Assist the CEO in fundraising and business development by coordinating and preparing materials for donor and partner meetings, calls, and site visits. Prepare, edit, and submit proposals, letters of inquiry, and other communications, ensuring clarity, accuracy, readability, and professional presentation. Collaboratively manage donor proposal processes with the CEO, including tracking timelines, ensuring appropriate review, and maintaining fundraising records and policies. Prepare, track, and manage gift agreements, and provide tax acknowledgment and thank you correspondence to donors. Support outreach needs to external partners. Requirements: A strong work ethic, a solutions-oriented mindset, and a desire to contribute to a collegial atmosphere. Exceptional writing, research, and presentation skills. Strong organizational, project management, and problem-solving skills with impeccable multi-tasking abilities. Advanced skills using office programs (Word, Excel, PowerPoint, etc.), virtual meeting technologies (Zoom, Teams, etc.), general database administration, and calendars. Exceptional interpersonal skills exhibiting tact and poise at all times. Ability to handle confidential information with discretion and utilize appropriate independent judgment. Compensation and Benefits Salary Range $80,000 - $90,000/year 100% employer-paid medical and dental insurance Generous paid time off (PTO) and paid holidays Tuition reimbursement and professional development support Retirement plan with employer contribution Travel mileage reimbursement Equal Employment Opportunity Statement FAES is an Equal Opportunity Employer. FAES provides equal employment opportunity for all applicants and employees. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, gender, gender identity, marital status, age, disability, veteran status, sexual orientation, national origin, or any other category protected by applicable federal and state law, or local ordinance. FAES also makes reasonable accommodations for disabled applicants and employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.