Full Job Description
Executive Administrative Assistant, CEO and Deputy Directors
Classification: Full time, Exempt
Accountable to: CEO, Deputy Directors
The Executive Assistant supports the CEO and Deputy Directors in all areas of Council executive administration and governance. They assume day-to-day responsibilities for projects and tasks that originate from the aforementioned executive staff. They create and maintain cross-departmental relationships to enable leadership success. The EA provides critical support to the board of directors and serves as an internal and external representation of the professionalism and leadership qualities that exist within the executive office and senior leadership team.
EMBODIES G.I.R.L. ATTRIBUTES
G. Go Getter- bold, honest and determined to succeed
I. Innovator- thinks outside the box, looks for creative ways to take action
R. Risk Taker- courageous and strong, keen to try new things and embrace the unfamiliar
L. Leader- confident, responsible, and committed to changing the world
Provides general administrative support to the CEO and Deputy Directors
Maintains organized work flow, prioritizing tasks while adhering to timelines
Maintains CEO and Deputy Directors calendar and contacts
Interacts with Board of Directors, Support Organizations, Committee’s and Task Forces to schedule meetings and provide communications on behalf of the CEO and Deputy Directors
Ensure all items on the corporate calendar are addressed as scheduled throughout the year
Meeting preparation and follow up: reviews upcoming meetings for the week to ensure the CEO and Deputy Directors have all the information needed to be as productive as possible and sending out agendas or documents to meeting attendees as necessary
Keep CEO and Deputy Director contacts up to date. Maintain and keep list serves and committee lists etc. up to date, an an imperative and top priority.
Manage and develop Board and Committee mailings, reports, minutes, - provide support for setting up the meeting dates, sending notices/calendar events, reserving meeting rooms, confirming attendance by phone (when necessary) and ordering food
Serve as administrative support to the Chair, Council, Board of Directors.
Draft basic correspondence – thank you letters, recommendation letters, customer service correspondence (congratulation letters etc.)
Must be present at all Board meetings, and accurately record minutes for Board, committees and task force meetings.
Provides direct support and collaboration with key staff in support of council Annual Meeting.
Performs office duties that include managing corporate files and preparing letters and reports as directed by the CEO and Deputy Directors
Coordinate all aspects of business related travel for CEO and Deputy Directors
Manage the registration process including hotel and transportation reservations for national meetings, trainings, etc., and arrange travel and accommodations for consultants
Manage and submit mileage, credit card receipts and expense reimbursements
Schedule staff, board committee and board meetings - including sending notices and making room reservations and ordering food when necessary
Responsible for learning and staying abreast of current information regarding Girl Scouts and GSACPC mission and goals.
Demonstrate and promote a climate of courtesy and professionalism to all council stakeholders, internal and external.
Must be able to maintain confidentiality.
Attend trainings and meetings as required, some of which may be off-site
Available to attend evening board and committee meetings and occasional weekend events or retreats, as necessary.
Maintain files in an organized and up to date manner; adhere to Council document storage guidelines
Perform job duties in accordance with the Safety and Risk Management Plan
Bachelor’s degree or equivalent experience
Excellent verbal and written communication skills
Excellent organizational skills
Previous work experience in a non-profit or youth services environment preferred
Previous work experience in managing multiple executive level staff
Knowledge of and experience with Board Governance
Proven ability to exercise initiative, independent judgement and common sense in determining priorities and carrying out essential tasks
Ability to handle multiple tasks in a fast-paced work environment
Capable of working under pressure and handling multiple demands/heavy volume
Knowledge of Microsoft programs, salesforce and donor databases
Belief in the mission of Girl Scouts and ability to communicate and model the mission to others
Previous Girl Scout experience and/or knowledge preferred
Ability to work effectively with people of diverse racial, ethnic and economic backgrounds and promote an inclusive environment
Ability to work a flexible schedule that may include evenings and weekends, occasional overnights and ability to travel as job requires
Willingness to work in a flexible work environment, including satellite property, offsite from home office, public spaces or other location as the job requires
Possess the character, skills, and ability to be a positive role model for girls and adults
Bilingual (English/Spanish) highly desirable
Ability to successfully pass a background check and/or obtain an Arizona fingerprint card
Daily access to automobile in working condition or adequate alternative transportation
Proof of meeting Arizona State requirements regarding auto licensing, driver’s license and liability insurance, if applicable
Each employee has the responsibility for actively supporting and promoting the Council’s commitment to diversity, equity, and inclusion, and for developing the Council resources through increased membership, strengthening community connections, serving girls and fund development.