Executive Assistant (SD Infinity)

Overview

The Executive Assistant serves as a liaison to the board of directors, senior management teams and various sales offices across the region; organizes and coordinates executive outreach and external relations efforts; new business ventures and any special projects. Responsibilities

Reporting directly to the Executive Director (ED), the Executive Assistant provides executive support in a one-on-one working relationship. Executes as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Executive Director (ED). Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the ED, some of which may have organizational impact. Completes critical aspects of deliverables with a hands-on approach, including conducting research, data analysis, planning and business ideas suggestion, drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the ED\'s ability to effectively lead the company. Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often under deadline pressure. Plans, coordinates and ensures the ED\'s schedule is followed and respected; acts as a gatekeeper to provide direct access to the ED\'s time and office. Composes and prepares correspondence that is sometimes confidential; arranges complex travel plans, itineraries, and agendas; and compiles documents for travel-related meetings. Facilitates smooth communication between the ED\'s office and internal departments; demonstrates leadership to maintain credibility, trust and support with senior management staff. Communicates directly, and on behalf of the ED, with Board members, management teams, sales directors, and others on matters related to programmatic initiatives. Keeps the ED well informed of upcoming commitments and responsibilities, following up appropriately; acts as a barometer for issues in the environment and keeps the ED updated. Participates as an adjunct member of the Executive Team, assisting in scheduling meetings and attending meetings. Assists in coordinating the agenda of senior management team meetings, off-sites, and all-staff meetings. Facilitates cross-divisional coordination of travel and outreach plans; serves as the primary point of contact for internal and external constituencies on matters pertaining to the Office of the ED. Ensures the ED\'s bio is kept updated and responds to requests for materials regarding the ED and the organization. Researches, prioritizes, and follows up on incoming issues and concerns addressed to the ED, including sensitive or confidential matters; determines appropriate course of action, referral, or response. Demonstrates the ability to handle confidential information with discretion and to manage multiple competing demands while delivering high-quality results. Job Requirements

Bachelor\'s degree required Five to 10 years of experience supporting C-Level Executives, preferably in the Sales industry Experience and interest in internal and external communications and partnership development Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint), Adobe Acrobat, and Social Media platforms Strong organizational skills with excellent attention to detail and the ability to manage multiple tasks simultaneously Excellent interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors Strong written and verbal communication skills Proactive problem-solving and strong decision-making ability Emotional maturity and high EQ Resourceful team player with the ability to work independently Ability to handle confidential information with discretion and to provide high levels of customer / client service Proven ability to meet deadlines in a fast-paced environment Forward-looking thinker who proactively seeks opportunities and proposes solutions Good judgment in various situations with strong administrative and organizational skills and the ability to balance multiple priorities Ability to work independently on projects from conception to completion and to handle confidential matters under pressure Ability to thrive in a small, entrepreneurial environment that is mission-driven, results-driven and community-oriented

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