Position Summary

The Executive Assistant to the President/CEO is responsible for providing comprehensive support to the CEO, Board of Directors, and Executive Team and managing the

organizations office operations, including managing the front desk when necessary to support clients. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

Essential Duties and Responsibilities

Provide sophisticated calendar management for the President/CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.

Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary.

Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.

Complete a broad variety of administrative tasks that facilitate the CEOs ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.

Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEOs style and organization policies.

Work closely with the President/CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues

taking place in the environment and keeping the CEO updated. Anticipate CEOs needs in advance of meetings, conferences, etc.

Maintain open communications with the WSOS team, including meeting regularly with their operations and technology coordinator and providing information and documents as needed. Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed.

Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the CEO.

Work with the Executive Team to coordinate the CEOs outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships.

Manage all aspects of organizations office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization.

Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning.

Replenish office materials such as snacks, printer supplies, paper, office supplies, etc. Provide event management support as requested.

Provide hospitality to all guests and help to create a welcoming environment. Answer main phone line and respond to inquiries.

Process and distribute daily mail.

Invest in building long-lasting relationships both externally and internally. Manage petty cash reimbursements and reconciliation.

Other projects/duties as assigned for the overall benefit of the organization

Successful Candidates Must Possesses the Following

Strong ability to execute work with a diversity, equity, and inclusion lens.

Significant executive support experience, including supporting C-level executives. Nonprofit board experience is highly preferred.

Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials. Strong verbal and written communication skills.

Exceptional organizational skills and impeccable attention to detail. High degree of

professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners. Make appropriate, informed decisions regarding priorities and available time.

Ability to complete a high volume of tasks and projects with little or no guidance. Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.

Able to maintain a high level of integrity and discretion in handling confidential information. Excellent judgment is essential.

Ability to switch gears at a moments notice.

Education and Experiential Requirements

• Minimum of BA/BS degree business administration preferred; however, four years of progressive experience as an Executive Assistant can substitute for the degree.
• Five Years experience supporting a C Suite level executive is preferred.

Additional Duties:

• Attend required meetings and training.
• Follow all SSFC policies and procedures.
• Perform other duties as assigned by supervisor

Experience with using databases and maximizing their capabilities.

• Computer skills in Microsoft Word, Excel, PowerPoint, and Outlook.
• Operate an automobile and possess a valid drivers license.
• Participate in the professionalism of the organization.
• Demonstrate cultural competence.

Language Skills:

• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of teachers, site managers, clients, parents, and the public.
• Ability to communicate in Spanish is preferred.

Physical Requirements:

• Must be able to perform the basic life operational skills of fingering, grasping, talking, hearing, and repetitive motions.
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.
• Must be able to perform sedentary work; exerting up to 10 pounds of forceoccasionally and/or a negligible amount of force frequently or constantly to move objects.

Position Type/Expected Hours of Work

• • This is a full-time, exempt position.
  • The role is office-base, field-base, and follows a traditional work week, with a high degree of flexibility including some remote work and off-site meetings during non-working hours