Executive Assistant to the CEO

Communication & Scheduling

• Serve as the primary point of contact and representative of the CEO at all times (includes modeling adherence to APCH philosophy, team support, and policies)
• Manage CEO’s daily calendar, including supporting meeting preparation by providing pertinent notes and bios, and provide CEO with weekly and as-needed briefs
• Provide support for CDO with scheduling, administrative projects and donor meeting preparation and stewardship efforts.
• Download intelligence from CEO and transcribe to multiple repositories and/or share as directed
• Prepare materials and generate or edit correspondence, communications, and other documents to support the CEO in planning, convening, leading, attending and presenting at meetings, interviews, public speaking engagements, etc.
• Receive the CEO’s incoming calls and correspondence in a professional and courteous manner directing requests to the appropriate individual(s) and/or providing the support requested
• Provide support for the CEO’s outgoing correspondence, generating first drafts at times
• Assist the CEO in preparing all necessary materials (agenda, executive report, departmental report, communicating with the board admin consultant) for quarterly board meetings, ad hoc committee meetings, and annual board retreats
• Serve as initial point of contact for requests and inquiries from the Board of Directors
• Work closely with the CEO, CDO and Development Directors to address board needs in a timely manner
• Coordinate, attend and provide administrative support for board and committee meetings; generate minutes and task lists in alignment with the Board Administrative Consultant
• Update and maintain board files and online shared files via Boardable.com, in alignment with the Board Administrative Consultant
• Maintain the highest standards of care, professionalism and confidentiality
• Schedule internal and external meetings and arrange logistics, securing privacy if necessary for the CEO’s meetings with the Board of Directors, Organizational Leadership Group. Donors, Staff, and other guests
• Schedule meetings for the Organizational Leadership Group, Executive Management Team, Board Executive Committee
• Review and respond to emails on behalf of the CEO in a timely manner
• Act as an accountability partner with CEO, development team and Board liaison. Monitor and manage pending projects and follow up to ensure execution.

Administration & Development Support

• Manage Google docs and forms for the CEO and development department, as needed
• Organize, prioritize and maintain CEO files
• Conducting research and data analysis as assigned
• Maintain weekly agendas for the following:
• Organizational Leadership Group
• CEO + EA 1:1’s
• Assist with in-person & virtual event planning and execution; secure and prepare meeting venues as needed
• Provide support for major fundraising events
• Assist with the planning of Staff Retreats, Development Department Retreats. Create and/or update policies and procedures for department record-keeping and tracking
• Responsible for purchasing & managing inventory of general supplies and materials needed for the development department and kitchenette area
• Submit receipts and invoices to the Accounting team, via Procurement Express platform, for processing
• Responsible for daily data entry to maintain and update the CEO contacts, correspondence and meeting notes as well as data entry in Salesforce and departmental repositories
• Prepare and mail donor letters and cards on behalf of the CEO
• Coordinate travel arrangements for CEO as-needed
• Travel to and from off-site meetings and special events
• Operate office equipment (i.e. making copies, sending faxes, etc.)
• Manage inventory and restock APCH printed materials, letterhead, note cards, business cards and promotional items used for employee and donor gifts.
• Prep meeting rooms for visitor meetings
• Book meeting spaces internally and externally
• Manage outgoing communications, including CEO mail and development campaigns (stuffing, sealing, postage, and placing in outgoing box)
• Screen, train, and supervise department interns or volunteers when applicable
• Maintain and submit all paperwork in a timely manner (monthly reports, agendas, expense reports, etc.)

Other Responsibilities

• Assist with special projects
• Serve as frontline service representative for VIP’s and all guests of the CEO by providing hospitality, parting gifts (APCH swag), professional and courteous support, directing requests to appropriate staff
• In collaboration with Development staff, maintain orderliness in the development suite, ensuring a professional and welcoming environment for guests and staff cross-departmental assistance as needed
• Adhere to the highest ethical and professional standards and values at all times
• Perform other tasks as assigned

Qualifications

The ideal Executive Assistant to the CEO is an individual who carries high personal and professional standards and enjoys partnering with others to achieve successful outcomes. To be successful in this role the Executive Assistant will focus on achieving excellence of service and performance in the five core competencies identified by the agency: integrity & trust, adaptability, accountability, learning and development and compassion. As the Executive Assistant, the candidate will also be expected to excel in the five Development competencies of: internal & external collaboration, communication, prioritizing & planning, analytical thinking and work quality & innovation. The candidate will embrace the APCH culture of a learning organization and strive to constantly improve upon systems and services for the benefit of our employees and our constituents; and will be demonstrably committed to their own ongoing personal and professional development. Our culture encourages individuals to speak up, we respect diversity of thought, and we look to our staff to be candid with concerns and constructive suggestions. Together, we can continue to take APCH to even higher levels of excellence and service to the community.

• Technical and Performance Skills
• Excellent Oral and Written Communication
• Professionalism
• Customer Service
• Time Management
• Ability to multitask
• Flexibility
• Mission-Driven
• Dedicated to excellence
• Detail-Oriented
• Resourceful
• Innovative and Creative
• Microsoft Office Skills
• Ability to collaborate effectively across departments and teams
• Ability to organize and prioritize multiple competing projects
• Technical proficiency with Microsoft Office (Excel, Word, PowerPoint, etc.)
• Bilingual (English/Spanish) Preferred
• Exceptional Planning & Organizing
• Keeps to schedules; arrives punctually for work and meetings
• Demonstrates a commitment to the organization
• Competent and proficient knowledge of the Google Suite and Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint
• Experience with CRM software,Salesforce knowledge preferred
• Impeccable integrity and ability to maintain confidentiality; excellent judgment
• Strong business acumen and an ability to multi-task successfully
• Well developed project & time management skills
• Self-motivated with high initiative and resourcefulness
• Mature and polished professionalism and comportment with colleagues, the general public, and high profile individuals
• Education & Experience
• Bachelor’s degree from an accredited college or university a plus
• At least two (2) years prior administrative support experience required, preferably at the C-level, and/or nonprofit or arts institution environment

Additional Information

• Must be willing to work flexible schedule
• Must work well with diverse populations of colleagues, employees, constituents and donors

Physical and Mental Demands

• Able to work in high energy level environment typical of a youth center
• Sitting and use of hands/vision for computer work for extended periods of time
• Lift up to 25 pounds occasionally
• Background Screening Required