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Executive Assistant to the CEO (On-Site)
Job Description
Executive Assistant to the CEO (On-Site)
Full Job Description
AFA History: AFA was founded in 2002 by a family caregiver to ensure families affected by Alzheimer’s disease always had a place to turn for guidance, support, and services.
AFA Mission Statement: The mission of the Alzheimer’s Foundation of America (AFA) is to provide support, services, and education to individuals, families, and caregivers affected by Alzheimer’s disease and related dementias nationwide, and fund research for better treatment and a cure.
Position Summary: The Executive Assistant serves as a strategic partner to the President and CEO and is the contact person for internal and external clients on all matters related to the Executive Office. This position reports to the President and CEO.
This position requires the individual to be in the office full-time.
RESPONSIBILITIES:
- Executive Support
- Calendar Management:
- Manage heavy calendar schedule for President & CEO.
- Maintain all appointments scheduled by initiating, planning, and scheduling meetings, conferences, teleconferences, and travel.
- Calendar Management:
- Work closely with President & CEO to keep him well informed of upcoming commitments and responsibilities, follow up appropriately.
- Meetings:
- Schedule internal and external appointments and meetings
- Prepare agendas and documents for all meetings, complete pre-and post-meeting follow-up.
- Correspondence:
- Draft, edit and proofread documents including notes, emails, and letters.
- Follow up on contacts made by the President & CEO and support the cultivation of ongoing relationships by scheduling meetings and teleconferences, etc.
- Travel:
- Manage complex travel and create travel plans and itineraries (flights, car, and hotel arrangements); prepare documents for travel-related meetings.
- Research:
- Complete background research on various issues to aid the President and CEO.
- Research and provide reference materials (bios etc.) for meetings, a teleconference in which the President & CEO takes part in.
- Administrative Tasks:
- Provide high-level administrative support to ensure that the Executive Office is running smoothly
- Maintain filing systems, both digital and paper formats
- Maintain contacts database
- Communications:
- Keep the President and CEO up-to-date on all relevant matters
- Serve as a liaison on behalf of the President & CEO to the Board of Directors, Executive Team, Staff, and external parties on matters related to the executive’s initiatives.
- Respond to and appropriately direct calls/emails to President & CEO or other staff.
- Outreach Activities:
- Coordinate the Presidents & CEO’s outreach activities: compose, edit and complete all written communications from the President’s office including but not limited to corporate outreach, sports team outreach, landmark lighting outreach, elder lawyers’ outreach, trust and estate correspondence, outreach to government officials, etc.
- Gatekeeping:
- Acts as a ‘gatekeeper” and “gateway” to the President and CEO to ensure efficient and effective use of his time; screen/manage calls and visitors.
- Expense Reports:
- Create expense reports and submit them to Finance for processing.
- Board Support
- Serve as the liaison and provide administrative support to the Board.
- Assist board members with travel arrangements and meeting preparation.
- Maintain confidentiality when interacting with board members and board issues.
- Provide meeting materials and documentation pre and post-board meetings to board members.
- Recording secretary for board meetings – record minutes of all AFA board meetings and distribute to CEO and board members.
- Bequests/Trusts/Estates
- Receive, record, and handle all correspondence/checks/requests for trusts and estates.
- Create and send all thank you letters, acknowledgments, receipts, and other correspondence to attorneys, trustees, etc.
- Project Management
- Track projects and assist in prioritizing action items.
- Create presentations for the President and CEO as needed.
- Organize and consolidate briefing materials for meetings and public appearances.
- Executive Team Support
- Schedule and attend meetings of the Executive Team.
- Schedule 1:1 meetings for the President and CEO and members of the Executive Team.
- Grant Proposal Research
- Research grant opportunities and apply online to various corporate sites.
- Inventory
- Oversee inventory in-house at the Gotham Storage facility. Facilitate movement of storage items between office and facility through other staff members.
- Other
- Perform other duties as assigned.
QUALIFICATIONS:
- Required: Bachelor’s Degree with 5-7 years of experience supporting C-Level Executive, preferably in a non-profit organization. Excellent written and verbal communication skills. Must be able to build relationships with stakeholders including staff, board members, external partners, and donors. Must be extremely detail-oriented, organized, and can multi-task, prioritize and manage high-pressure situations and competing issues. Must be able to independently manage projects in an effective and efficient manner. Must be a self-starter and work with a high level of initiative and flexibility. Ability to remain professional under high-pressure situations. Ability to retain and protect confidential information. Must be proficient in MS Office.
- Preferred: Bachelor’s degree in Public Administration, Non-Profit Management, or Business Administration. Knowledge of executive office operations is highly desired. Must be proactive to anticipate the needs of the President and CEO and propose solutions for problem-solving. Must have an advanced working knowledge of MS Office. Must possess a positive, energetic, can-do attitude. Experience working for a non-profit.
Legal Disclaimer: This job description indicates, in general, the nature and levels of work, knowledge, skills, abilities, and other essential functions (as covered under the Americans with Disabilities Act) expected of an incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of an incumbent. An incumbent may be asked to perform other duties as required. Management may at its discretion assign or reassign duties and responsibilities to this job at any time. This job description does not change the at-will employment relationship existing between the organization and its employees
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