Purpose: The Executive Assistant provides clerical and administrative support to the President, ensuring the office of the President runs efficiently and with a high level of professionalism. This position also provides clerical and administrative support to the Chair of the Board of Trustees, Trustees, and other departments on as needed basis.
Reporting Relationships: This position reports to the President.
Supervisory Responsibility: none
Provides hands-on coordination of all aspects of the President’s office to maximize efficiency and free up the President to focus on the Society’s priorities.* Specific activities include but are not limited to:
- Maintaining the President’s calendar including scheduling meetings.
- Typing correspondence and reports.
- Screening telephone calls and handling as appropriate.
- Making travel arrangements.
- Maintaining accurate records, electronic and hard copy as appropriate.
Provides clerical and administrative support to the Chair of the Board of Trustees and the Trustees.* Specific activities include but are not limited to:
- Schedule Trustee, Overseer and Committee Meetings as needed.
- Arranged all aspects of Trustee and Overseers Meetings including preparing agenda, collecting, compiling, and mailing meeting packets along with coordinating catering arrangements.
- Taking and editing meeting minutes at Trustee, Overseer and Governance Committee Meetings.
- Responsible for updating both the Trustee and Overseer Handbook and maintaining the Trustees’ web page.
- Plan bi-monthly All-Staff Meetings.
Provides clerical and administrative support to other departments on an as needed basis including but not limited to:*
- Assisting with special events sponsored by the Development department
- Preparing correspondence to MHS Fellows for the Director of Research
* Essential functions
External – Chair of the Board, Trustees, and Overseers, callers to the office of the President
Internal – Managers and all employees
Bachelor’s Degree or equivalent experience
- Minimum of 10 years’ experience as an assistant to the top executive, preferably in a nonprofit organization
- Demonstrated success working in a fast paced office with a heavy workload and frequently changing priorities
- Experience working with a board of trustees or directors
- Excellent oral and written communications skills
- Strong planning and organization skills with ability to prioritize and multi-task
- High level of initiative
- Good judgment
- Effective problem solver
- Good analytical skills
- Strong interpersonal skills and professionalism with ability to represent the office of the President well with diverse constituents, internally and externally
- High level of discretion
- Proficiency in Microsoft Office Suite
Tammy Hamond, email@example.com
Note: Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.