Executive Assistant to President & CEO

Description

Under direct supervision of the President and CEO, the Executive Assistant to the President is responsible for a broad set of assignments that may evolve over time and change day-by-day. This position provides high-level administrative support for the President and CEO, including interacting with members of various communities, undertaking several aspects of executive office management, and ensuring that the President and CEO can dedicate their time and attention to critical matters effectively.

Essential Responsibilities

• Coordinates activities for the President and CEO, including screening incoming calls and incoming and outgoing correspondence, re-directing inquiries to appropriate Foundation area(s) or staff when appropriate, and preparing correspondence and reports for review.
• Maintains frequent communication with the President and CEO’s direct reports, as well as other Foundation staff members, ensuring that the President and CEO is well informed regarding Foundation activities and remains connected to the staff while simultaneously maintaining their ability to focus on critical executive level responsibilities.
• Maintains the President’s schedule, makes travel arrangements, prepares expense reimbursements, coordinates presidential initiatives, assists in development and preparation of presentation materials, and completes special assignments. Maintains all document and correspondence files for the President and CEO and is prepared to provide information and references to such information efficiently upon request.
• On occasion, acts as the Foundation’s representative on behalf of the President and CEO at community meetings and events. In their role as an ambassador for MFH, the Executive Assistant will represent MFH’s mission and values in a competent, professional manner appropriate to the position.
• Provides support to the Board Liaison when needed, for the smooth functioning of Board of Director meetings. This includes officer and director travel arrangements, meeting logistical planning, technology support before and throughout meetings, and coordinating expense reimbursements with the Finance team. If needed and directed by the CEO, support other executives across MFH.
• Communicates with various professional organizations, networks, and individuals on behalf of the President and CEO professionally and appropriately to enhance the reputation of MFH, the President and CEO, the Board of Directors, and staff. Effectively builds relationships to enhance the President and CEO’s ability to successfully execute the responsibilities of their position and increase the value of the Foundation to the communities it serves.
• Carries out other administrative tasks as assigned and participates on Foundation teams.
• Adheres to the Foundation’s core and staff values.

Essential Outcomes

• The President and CEO is supported at a high level, ensuring that his time can be put to its highest and best use on behalf of the Foundation.
• Staff, community partners, and professional colleagues are valued and treated with respect in all interactions with the office of MFH President and CEO.
• Administrative functions are accomplished efficiently and effectively employing technology and other strategies to accomplish all projects.

Education and Experience

• Experience: Five to ten years of experience in a related position required, with a minimum of two years supporting a senior executive preferred.
• Computer skills: Advanced skills in Outlook, Word and PowerPoint, proficiency with various virtual meeting platforms, and familiarity with Salesforce (or similar) database experience preferred.
• Interpersonal skills: Requires exemplary interpersonal skills with proven ability to handle sensitive and confidential situations. Position requires tact and diplomacy.
• Administrative skills: Demonstrated competence and initiative in office management including document and records control, typing and proofreading, multitasking, and organizational skills a must.
• Communication skills: Proactive, articulate individual with excellent analytical, verbal, and written communication and telephone skills.
• Prioritizing: Coordinate and organize resources in efficient and effective ways to accomplish larger strategies and goals.
• Time Management: Effectively manage time as a resource. Give balanced attention to appropriate long-term and short-term priorities.
• Flexibility: Adaptive behavior in dealing with changing situations and people. Must be open-minded and willing to adjust priorities in response to unanticipated events.
• Accuracy: Prepares work products that are accurate in content and format.
• Professionalism: Must present a professional manner and appearance.

Physical and Work Environment Demands

The physical and work environment demands described here are representative of those that must be met by an employee to successfully perform the responsibilities of this position. Reasonable accommodations may be made to enable individuals with a disability to perform the position responsibilities. Physical demands, such as the ability to walk, sit, etc., are those of a typical office environment This position may require some evening and/or weekend hours.