POSITION SUMMARY
The purpose of this position is to provide direct support to the Chief of Staff (COS). The Administrative Assistant (AA) serves as the point of contact for internal and external communication on all matters pertaining to the CEO and COS. The AA also serves as a liaison to the Leadership Team. The AA organizes and coordinates internal and external relations efforts and completes a broad variety of administrative tasks for the CEO and COS while exercising the utmost discretion and confidentiality. The AA must be creative, proactive, hands-on, and enjoy working within a static environment that is results-driven, and fast-paced. The AA will have strong written and verbal communication skills, administrative and organizational skills, and the ability to maintain a balance among multiple priorities. The AA is a team player but can also work independently and prioritize effectively to handle a wide variety of activities in an efficient and confidential manner.
POSITION RESPONSIBILITIES
Administrative
Provide general administrative support, including answering phones, managing emails, and maintaining schedules for the CEO and COS.
Coordinate logistics for meetings, events, and board sessions, including scheduling, catering, and materials preparation.
Provide administrative support to members of the Leadership Team.
Draft and proofread correspondence, reports, and presentations.
Track internal and external meeting follow-ups.
Assist in the preparation and management of budgets, invoices, and expense reports.
Oversee office supplies and equipment to ensure operational readiness.
Coordinate with other administrative staff to ensure organizational efficiency.
Maintain an organized filing system for documents, including sensitive and confidential materials.
Assist with tracking the progress of key organizational projects and initiatives.
Assist in coverage of reception and other duties based on the needs of the organization.
Relationship Management / Gatekeeper
Assist in managing critical relationships on behalf of the CEO and COS.
Compile data and reports to support decision-making processes.
Prepare the CEO and COS for all internal/external meetings, including the request for agendas, list of attendees, and research of organizations and individuals.
Welcome visitors, and other functions, ensuring guests are cared for.
Demonstrate the organization’s mission and values.
Anticipate the CEO and COS’s requests and assist them with tasks as instructed.
