The Vice President, Executive Administration & Special Projects will serve as a “chief of staff” for the CEO and Senior Leadership Team. They will provide coordination, support and strategic leadership for various executive and organizational priorities. The VP will serve as lead administrative support for the CEO and Senior Leadership Team as well as serve as the point of contact among executives, employees, clients and other external partners. The VP will also manage our two organizational-wide conferences, Pathways and Leadership Retreat. They will be asked to spearhead/launch/pilot numerous special projects that align with our strategic vision per direction of the CEO and/or SVP of Strategic Initiatives. The VP will serve as lead staff to organize/plan board meetings and oversee management of SLT Focus Days and SLT planner boards/SharePoint sites.

Overall Responsibilities:

• Collaborate with CEO and Senior Leadership Team to determine and prioritize business strategies across teams to align with the organization’s strategic vision
• Assist annual planning process including goal setting, budgeting, and coordinating EOS implementation across organization
• Serve as lead staff for meeting support to CEO and Executive Team members
• Manage the Chief Executive Officer’s schedules, including meetings and travel arrangements
• Lead organizational-wide and cross-function special projects, initiatives and task teams as assigned by CEO or Senior Leadership Team

Organizational and Special Projects Responsibilities

• Manage the planning, execution, and implementation of the Arthritis Foundation’s two annual meetings – Pathways Conference and Leadership Retreat to ensure the SLT’s vision and strategic direction is achieved
• Coordinate and plan Senior Leadership Team Focus Days and assist with agenda and documentation development
• Coordinate and/or lead organizational-wide initiatives as assigned by CEO or Leadership Team
• Serve as support to the Senior Leadership Team as lead administrator of SLT meetings and documents to ensure coordination of activities and priorities
• Manage one-direct report who will be responsible for providing support for conference and meeting logistics

Board of Director Management:

• Organize and plan, in concert with CEO, all board meetings a year
• Responsible for preparing/distributing meeting notices and agendas, materials, minutes, and action items for Board Meetings
• Coordinate with People Operations to organize and manage files for Board Members and Executive Committee on Absorb Learning Portal
• Assist with Executive Committee, other Board committees and onboarding of new board members as necessary

Executive Administration Responsibilities:

• Manage and coordinate the CEO’s calendar including meetings, travel and multifaceted departmental meetings along with any logistics necessary
• Support Senior Leadership Team with administrative support for group meetings, focus days etc.
• Ensure clear and accurate communications between the President and CEO, Senior Leadership Team, Board of Directors, Executive Committee, and other volunteer leadership groups
• Responsible for accurately scheduling meetings and attending meetings as requested
• Frequently compose correspondence, including, but not limited to, meeting minutes and reports, emails and letters
• Partner with MarCom to produce and deliver CEO communications and all-staff meetings
• Work with appropriate staff to prepare and maintain accurate and current contact information and listings, including, but not limited to, rosters and e-mail distribution groups for the Board of Directors, the President and CEO, Executive Committee and Board Committees
• Assist in managing all inquiries to CEO from staff, volunteers, and the public while determining which matters require the President and CEO’s attention while independently handling routine queries

• A Bachelor’s Degree and/or ten plus years’ experience in a leadership role for non-profit organization and/or supporting C-Level Executives and Boards of Directors
• Proficiency in synthesizing materials from multiple sources into cohesive and accurate oral and written presentations
• Must have ability to recognize and handle confidential documents and information professionally, diplomatically, and in keeping with business unit practices along with the ability to make independent decisions on behalf of the President and CEO if necessary
• Strong and articulate written and verbal communication skills with an ability to communicate to both external and internal stakeholders
• Strong organization skills to manage multiple timelines and complete tasks quickly within the constraints of timelines and budgets
• Must be able to work proficiently and productively in a team environment to meet department goals and complete assignments on schedule
• Detail-oriented, accurate, thorough and conscientious; exhibits composure in high pressure situations
• Ability to interact positively and work collaboratively and effectively in a diverse environment with individuals at all levels inside and outside the organization, including staff and volunteer leadership
• Proficiency with Microsoft Office suite and ability to work independently with limited supervision
• Some overnight travel required.