Job Overview
We are seeking an experienced Executive Assistant to provide high level administrative support to our executive team. This position requires exceptional attention to detail, problem solving, and a proactive mindset. Reporting to the Executive Director, the Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the executive team and Board of Directors. The ideal candidate will be creative, social media savvy, and enjoy working within a small, entrepreneurial environment that is mission-driven, results-oriented and community focused.
Salary Range: $60,000 -$63,000 Annually - Comprehensive benefits and generous paid time off
Status: Full Time, Non Exempt – Benefit Eligible. Reports to: Executive Director
Qualifications:
1. Minimum of 3-5 years ' experience as an Executive Assistant in a professional work environment, working directly for senior leadership. Associate’s degree required. Bachelor’s preferred. Nonprofit experience a plus.
2. Demonstrated excellence in writing, communication and content development skills.
3. Advanced proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel), and CRM databases required. Experience with Neon a plus.
4. Strong organizational, project management and problem-solving skills with impeccable multi-tasking abilities.
5. Knowledge of print and digital graphic design processes and relevant design software with excellent attention to detail and ability to create content.
6. Ability to exercise current social media marketing trends and techniques to develop and maintain a cohesive and effective brand image centered on member stories.
7. Experience supporting a Board of Directors or senior leadership, including meeting coordination, materials preparation, and record keeping,
8. Ability to establish and maintain positive relationships with staff, volunteers, members and tenants while maintaining professional boundaries.
9. Ability to exercise discretion and maintain strict confidentiality regarding sensitive organizational, personnel, and governance matters.
10. Ability to work in a culturally diverse environment with solid commitment to customer service for all stakeholders, including members, staff, volunteers, donors, and general community.
11. A "can do" attitude with personal qualities of integrity, reliability and dedication to the mission of the Albany Damien Center.
12. Valid driver's license and reliable transportation.
Responsibilities:
1. Proactively anticipates, prioritizes, and manages multiple projects in support of the Executive Director and Senior Leadership Team.
2. Communicates directly, and on behalf of the Executive Director, with Board members, donors, staff, and others, on matters related to Executive Director.
3. 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.
4. Create, route & process written and verbal correspondence while exercising a high degree of discretion and confidentiality.
5. Coordinates meeting materials for the Board of Directors, including the creation of the agenda in compliance with governance requirements, presentations and reports; attends meetings and prepares minutes; and performs other administrative meeting management duties, as required.
6. Screen phone calls and e-mails, determine levels of importance, and respond/refer to appropriate agency stakeholders. Sorts and distributes incoming mail and processes outgoing mail.
7. Manage multiple calendars for Executive Director and agency.
8. Coordinates with internal teams in the design concept phase through completion of projects. Assist with the development and distribution of outreach and promotional material and event execution.
9. Maintains the donor database/CRM system including campaign and event creation and assists with appeals.
10. Coordinate communications, including taking calls, responding to emails, generating letters and taking meeting minutes.
11. Develop and post agency content and updates on social media platforms (Facebook, Instagram, Twitter, etc.).
12. Assist Executive Director with follow-up and follow through while ensuring the Executive Director is prepared for each day with agenda, meeting prep, and a clear sense of priorities.
13. Perform functions under the Center of Excellence and ETE Community Mobilization grants.
14. Fully engage in self-care to promote physical, emotional, and spiritual well-being.
15. Other duties as assigned.
The Albany Damien Center's mission is to enhance the lives of people with HIV, mental health, and homelessness in a safe, inclusive environment. Our vision is a more equitable community, where people achieve their desired potential.
Pay: $60,000.00 - $63,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
Application Question(s):
- Do you have a valid driver's license and independent means of transportation?
Experience:
- Executive administrative support: 2 years (Required)
Work Location: In person
