Executive Assistant Job at American YouthWorks
CAREER DETAILS
CAREER TITLE: Executive Assistant
LOCATION: AYW Headquarters, Austin, TX
DIVISION: Executive, Core Mission Support
DEPARTMENT: Administration
POSITION REPORTS TO: Chief Operating Officer and Chief Executive Officer
POSITION SUPERVISES: None, but is expected to serve as a mentor and coach to all employees
CLASSIFICATION: Regular, Full-Time, Non-Exempt
POSITION PURPOSE:
The Executive Assistant is responsible for daily interfacing, communicating, scheduling, and filtering high-priority information with and to the CEO, COO, the executive management team, the board of directors, external partners, and other organizations. The Executive Assistant is responsible for enhancing the effectiveness of the CEO by anticipating the office’s needs while working independently with limited direction from the CEO.
ESSENTIAL FUNCTIONS AND BASIC DUTIES:
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and basic tasks. Under limited supervision from the Chief Executive Officer, and some direction from the Chief Operating Officer, the Executive Assistant will perform the following functions:
- Provide total administrative and scheduling support while managing the day-to-day operations of the CEOs office:
- Review on average 100 emails or more and inform CEO of time-sensitive or important emails or information and solicit action when needed;
- Proactively respond to emails from internal and external customers on behalf of the CEO requesting more information on projects or event meeting details
- Track email trails of project/meeting/event development and keep CEO updated on the progress of priority items;
- Proactively reach out to internal departments regularly for statistical/general info requests from external partners;
- Following up and being attentive to requests/notices from existing grantors, funders, and partners for potential grant submission, reports, and funding opportunities,
- Receive, screen, and send, when requested, e-mail, voice mail, and correspondences;
- Transcribe, edit and, or mostly write, and submit e-mails, letters, reports, visibility documents and manage their responses;
- Coordinate deliverables, meetings, reporting, plans, and other activities between the CEO, his direct reports, AYW Board of Directors, and external partners. Accordingly, Executive Assistant will proactively provide value-added insight and recommendations as identified with calendaring and requesting information;
- Create, maintain, and organize electronic and paper filing systems, i.e. contacts, records, special events and projects,
- Coordinate and prepare details of CEO’s extensive business and personal travel schedule:
- Compile all information pertaining to conferences and meetings into detailed travel binders, including gathering pertinent internal information and collateral from department heads in advance of travel;
- Ensure conferences and meetings are logged into calendar, send him reminders of the upcoming meetings via text, and complete and pay event registrations;
- Submit receipts of purchases and travel expenses to certify;
- Maintain, update, and streamline CEO’s heavy and ever-changing daily calendar - tracking meeting information through emails and updating each calendar entry with back-up information and documents for CEO reference; troubleshoot in advance any scheduling conflicts.
- Review on average 100 emails or more and inform CEO of time-sensitive or important emails or information and solicit action when needed;
- Assist the CEO with the coordination and management of special projects, events, and training:
- Ensure CEO and Chief Development Officer are sending examples of exemplary work or “mission moments” to current and potential Funders and Board of Director;
- Organize required training for Key staff and, or Board of Directors, as requested or needed;
- Manage Board of Directors meetings and communication:
- Effectively handle Board of Director related activities and communications with a high degree of professionalism, accuracy, and confidentiality. Replying or responding to Board member emails or phone calls by COB;
- Facilitate Board communication and set up meetings;
- Draft, edit, review, and finalize Board Meeting Agenda and Director's Report with CEO and Executive Managers based on collecting and tracking material from meeting/travel calendar, email correspondence with staff and external partners, and topics from previous Board meetings;
- Schedule meetings with CEO to finalize the Board agenda and packet:
- Compile the meeting information packet for Board Member review seven calendar days before each meeting:
- Gather financial reports from Accounting, updates from the programs, key AYW information such as exemplary work, “mission moments.” newsworthy items, student accomplishments, and, or upcoming events for Board members to attend;
- Posting the agenda at least 72 hours prior to the meeting and free of error;
- Transcribe, archive, print, and have Board Secretary sign the minutes from each Board of Directors’ meeting;
- Ensure CEO has appropriate prep time with various departments days before meeting, often proactively scheduling those meetings;
- Board Meetings are planned as per the required guidelines;
- Coordinate bi-weekly meetings with the Board Chair and ensure that CEO is prepped for these meetings;
- Other duties as assigned
ANTIRACIST ORGANIZATION TRANSFORMATION
Promote continued organizational support of Racial Equity, Diversity, Inclusion, and Belonging initiatives. Seek to break down institutional barriers in order to foster equity, inclusion, and belonging throughout the agency and the communities with whom we engage and collaborate.
QUALIFICATIONS:
Preferred
EDUCATION / CERTIFICATION: Bachelor’s degree in Business, Administration, and Communications, Nonprofit Management or other related fields of study;
EXPERIENCE: Four (4) or more years supporting C-Level executives in a non-profit organization; and two (2) or more years working with the Board of Directors.
Minimum Required
EDUCATION / CERTIFICATION: Associate’s degree in the specified or related field of study and three (3) years of the specified work experience; Or 60 hours toward a bachelor’s degree with at least 12 hours (equals 2 years) in the specified or related field of study and 3 years of the specified work experience, or High school diploma or GED, and five (5) years of the specified work
EXPERIENCE: Two (2) or more years supporting C-Level executives with calendar(s), correspondence, and activities requiring: Interaction with internal and external executives and assistants to arrange a variety of meetings; Working independently and making sound judgments on a day-to-day basis regarding assigned and ad hoc duties with very limited or absence of direction from the CEO; managing complex projects with attention to detail that may consist of confidential data and material;
KNOWLEDGE/SKILLS/ABILITIES (KSA)
KNOWLEDGE: Advance administrative and clerical procedures and systems, Microsoft Office and Google applications, File and records management, designing and modifying forms, and other office terminology; office techniques, tools, principles and terminology, business and management principles involved in planning, calendaring and coordination;
SKILLS: Active Listening and giving full attention to what other people are saying, understanding points being made and asking clarifying questions as appropriate; effectively conveying information to all levels of employees, donors, external partners and Board members at an expert level both in written and oral form; Active Learning and understanding the implication of new information for current and future problem-solving and decision-making; Critical thinking; making decisions using your best judgment based on the information available; Persuasions; Instructing; Social Perceptiveness and Time Management; Superior organizational skills that reflect ability to perform and prioritize multiple tasks or change priorities quickly, seamlessly with excellent attention to detail and while under time constraints; Scheduling work and activities;
ABILITIES: Written and oral comprehension; Inductive and deductive reasoning; Problem sensitivity to tell when something is like to go wrong and Troubleshooting to determine the errors and how to correct them; Selective attention to concentrate on a task without being distracted; Perceptual speed to quickly and accurately compare similarities and differences; emotional maturity and maintain composure under pressure
PHYSICAL ACTIVITIES
HEARING:Hear average or standard conversations and receive ordinary information
VISION: See details at a distance and, or at close range, within a few feet of the observer; will be required to read papers, books and to operate audio-visual, office equipment and tools;
TALKING: Speaking clearly so others can understand you and the information you are communicating; will be required to convey detailed or important instructions or ideas accurately; talking in front of groups and, or providing information to supervisors, co-workers, direct reports, and external partners via telephone, writing form, e-mail or in person provide guidance and direction to direct reports with others, set and monitor performance standards
EXTENT FLEXIBILITY: Bend, stretch, twist, or reach with your body, arms, and legs;
REPETITIVE MOTIONS: Walking; talking; frequent and regular movements of the wrists, hands, and fingers;
PHYSICAL STRENGTH: Exert maximum muscle force to lift, push, pull, or carry objects, sedentary work;
EQUIPMENT INTERACTION: Navigating and, or using a computer and computer applications to enter data or process information; Photocopiers and scanners.
WORKING MODEL AND CONDITIONS
ENVIRONMENT: On-site at the office,
INDOORS AT FACILITY: Environmentally controlled conditions, working in an office, or shared office setting, working with others in a group or team; contact with others (face-to-face, by telephone, or otherwise), No hazardous conditions. May be required to work in hot, wet, cold, or other significantly unpleasant conditions
ATTENDANCE: Monday – Friday, 40-hour workweek, 8:30 AM to 5:30 PM, 1-hour unpaid lunch break; Conferences, Training and Workshops, After hours and weekends, Organization functions, Service Program projects; Occasionally may work after hours and weekends, Organization functions, Service Program projects, which can be outdoors or off-site
OVERTIME: Overtime may be required as evening and weekend work regularly occur.
TRAVEL: Staff retreat, site meetings, and tours of job sites; off-site Board meetings or others as requested or needed.
BENEFITS
American YouthWorks offers competitive benefits and leave packages including, on an annual basis:
- 11 personal days;
- 8 sick days;
- 19 break days, taken throughout the spring, summer, and winter;
- 16 holidays,
- Employer contributions toward medical and dental plan;
- Employer-paid Life, AD&D, and Long Term Disability;
- Pre-tax programs for child and health care;
- Supplemental income and additional voluntary life options
- 403(b) retirement with employer contribution;
- Employment service awards every 5-years;
EOE
AYW is committed to building a culturally diverse workforce and fostering an environment of respect and inclusiveness amongst all individuals regardless of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation. AmeriCorps, Peace Corps, and other national service alums are encouraged to apply.
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