Executive Assistant

Job Purpose

Reporting directly to the CEO, 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 CEO and also serves as a liaison with the Board of Directors. The ideal individual will have the ability to exercise good judgment 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. The EA must enjoy working within an environment that is mission-driven, results-driven, and fast-paced. The Executive Assistant will represent the CEO in carrying out VIA’s mission. The ideal individual will always exemplify professionalism and a positive image.

Duties and Responsibilities

• Provide comprehensive support services to the CEO that ensures outstanding communication and responsiveness 

• Provide sophisticated calendar management; prioritize inquiries and requests, troubleshoot conflicts with little guidance, make judgments and recommendations to ensure smooth day-to-day engagements 

• Support CEO with internal and external communications 

• Conduct research and analysis on issues of interest to the CEO 

• Support and manage a high-volume of requests and projects to meet the objectives of the CEO 

• Manage all scheduling and travel logistics for the CEO 

• Prepare and edit correspondence, presentations, reports, and memos

• Support the CEO in strategic communications, organizational strategy, and all other special projects as assigned 

• Organize meetings, events, retreats, various board meetings, and other logistics

Provide administrative support and notetaking to senior leaders as directed by CEO

• Serve as a liaison to Board of Directors 

• Maintain quality filing and communications systems including contact management, document management, and archiving 

• Manage CEO’s communication accounts as needed – including social media, newsletter, etc 

• Support CEO with donor/funder relations and events

• Champions special projects as needed

    Qualifications

• Valid driving license required
• Minimum associate’s degree required (or equivalent experience of at least five years)
• Minimum three years working in executive-level administrative role (preferred legal or healthcare background)
• Demonstrated proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook, Visio), Adobe Acrobat and related software
• Excellent written and oral communication     
• Ability to prioritize and multi-task in a fast paced environment
• Ability to exhibit a high level of confidentiality
• Ability to maintain a professional composure when working with staff and visitors
• Strong organizational and time management skills, with attention to accuracy and detail