Summary of Position
The Administrative Assistant provides executive support to the Executive Director, and sometimes the Foundation Chairman, serving as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the Executive Director.
Serves as a liaison to the Board of Directors and senior management team of both Foundation and Academy, and assures the smooth operation of Foundation office.
Duties and Responsibilities
- Completes a broad variety of administrative tasks for the Executive Director including managing an active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; compiling documents for travel-related meetings; maintaining and updating database of contacts.
- Collect and consolidate information from staff for annual audit.
- Maintain and update financial, program and administrative dashboards.
- Prepare information sheet for BOG meetings on Foundation activities.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature.
- Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the Executive Director's office and internal Academy and Foundation departments; demonstrating ability to maintain credibility, trust and support with senior management staff.
- Works closely and effectively with the Executive Director to keep her well informed of upcoming commitments and responsibilities, following up appropriately.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive Director's ability to effectively lead the Foundation.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, sometimes with deadline pressures.
Board Support and Liaison
- Serves as the Executive Director's administrative liaison to the Foundation's Board of Directors as well as the Academy’s Board of Governors.
- Maintains discretion and confidentiality in relationships with all Board members.
- Adheres to compliance with applicable rules and regulations set in bylaws regarding Board and Board Committee matters, including advance distribution of materialsbefore meetings in electronic/paper format.
- Maintains spreadsheet of Board officers and directors terms and Board members’ current contact information.
- Maintains current bylaws working with legal counsel on any administrative issues.
- Prepares minutes of all Executive Committee and Board of Directors meetings.
Office Support, Communications, and Outreach
- Ensures that the Executive Director's bio is kept updated and responds to requests for materials regarding the Executive Director and the organization in general.
- Edits and completes drafts for written communications to external stakeholders.
- Handles confidential documents and legal documents appropriately and consults with legal counsel to obtain information as necessary on behalf of the Executive Director and/or Chairman.
- Assures that supplies and materials needed for the Foundation office are ordered, in supply, and well organized.
- Helps prepare agendas and materials for Foundation meetings and keeps office space in good order.
- Works with the Strategic Partnerships & Marketing team in coordinating the Executive Director's outreach activities.
- Follows up on contacts made by the Executive Director and supports the cultivation of ongoing relationships.
- Edits all, and creates acknowledgement letters from the Executive Director to donors.
- Conduct research, compile data, and prepare papers for consideration and presentation by executives, committees and Boards of Directors.
- Strong organizational skills that reflect ability to meet deadlines and perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented.
- Ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
- Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors .
- Highly resourceful team-player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of “customer service” and response.
- Forward looking thinker, who actively seeks opportunities and proposes solutions.
Education and Experience Requirements
- Bachelor's degree required
- Strong work tenure: five plus years of experience supporting executives
- Experience in the entertainment industry and specific knowledge about television preferred
- Proficient in Microsoft Office (Outlook, Word, Excel, Power Point), Prezi, Adobe Acrobat Pro, Social Media web platforms. Familiarity with relational database and
- donor management software a plus.