Executive Assistant

Executive Assistant $61,919/annual

Position Summary: This position is responsible for providing administrative and project support to the CEO, such as the accurate and timely drafting of sensitive documents and letters; preparing for meetings, documenting and disseminating meeting outcomes while also coordinating project timelines, tracking progress and ensuring key initiatives meet deadlines. The position will be responsible for creating/proofreading documents and templates.

Principal Accountabilities:

Coordinates projects for the CEO.

• Facilitates communication with internal staff and outside organizations.
• Completes assignments for the CEO.
• Drafts articles, documents, letters, press releases, internal correspondence, and testimony.
• Proofreads and creates templates as assigned.
• Manage complex calendars, screen communications, maintain confidentiality.
• Develop and maintain project plans, track deliverables, manage timelines, identify risks and ensure tasks are completed.
• Coordinates all aspects of audio/visual requirements for meetings and events.

• Coordinates preparation and planning.
• Reminds participants; tracks meeting attendance.
• Prepares and sends materials for Board, Advisory, Council on Aging, and coalition meetings.
• Take and disseminate minutes.

• Ensures that timely, accurate content is prepared and posted to the agency's website, Facebook page and other social media.
• Authors and distributes press releases, flyers, and public service announcements.

• Establishes an accurate, up to date database.
• Liaises with the Board's fundraising committee.
• Tracks donation requests and responses and ensures prompt acknowledgement.

• Oversee Legislative events an establish relationships with Legislators and their aides.

• Oversees registration for training events.
• Tracks participation and evaluations.
• Procures venue, oversees all details and arrangements.
• Coordinates the timely preparation of an accurate invitation list.
• Ensures that invitations are designed and mailed, and responses tracked.
• Assumes responsibility for the annual report preparation and publication.

• Exceptional oral and written communication skills; high level of initiative.
• Advanced computer skills with Microsoft Office Suite (including Access, PowerPoint, Excel), knowledge of Word Press.
• Demonstrated accuracy and attention to detail, proven organization and time management skills in a fast-paced environment.
• Effective problem-solving skills and ability to maintain confidence.
• Proactive, takes initiative and works autonomously
• Valid driver's license and reliable transportation required.