Executive Assistant to Executive Director

Executive Assistant to Executive Director

Responsibilities

• Act as the point of contact for executives, employees, clients and other external partners on all matters pertaining to the Executive Director, including those of a highly confidential or critical nature.
• Manage information flow in a timely and accurate manner.
• Prioritize inquiries and requests, troubleshoot conflicts, and make sound judgments and recommendations to ensure smooth day-to-day operations.
• Manage Executive Director’s calendars and set up meetings; schedule meetings, draft agendas, record meeting minutes, and track follow-up items for meetings.
• Coordinate logistics for board meetings, leadership team meetings, and special events.
• Draft, proofread, and manage emails, memos, reports, and other documents on behalf of the Executive Director.
• Make travel and accommodation arrangements.
• Perform general administrative duties, including answering calls and processing mail.
• Manage internal and external projects in coordination with other departments and / or organizations on behalf of the Executive Director.
• Work closely with the Executive Director to keep them well informed of upcoming commitments, scheduled activities, deadlines, meetings, and responsibilities.
• Maintain organized filing systems (digital and physical) for confidential and critical documents.
• Support the preparation of presentations and reports.
• Provide a bridge for smooth communication between the Executive Director and departmental heads.
• Provide event management support as requested.
• Provide hospitality to all guests and clients, and help to create a welcoming environment.
• Assist in the tracking and execution of strategic initiatives or special projects under the ED's direction.
• Follow up with staff and stakeholders to ensure project deadlines and deliverables are met.
• Influencing employees to encourage efficiency and meet company goals.
• Anticipating the needs of the Executive Director and offering proactive support.
• Responsible for other tasks assigned by Executive Director.
• Familiarity with board governance procedures and protocols.
• Ability to work independently, exercise mature professional judgment, and use discretion;

Job Requirements

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