999 North Capitol Street Northeast
District of Columbia
The overarching responsibility of the executive assistant is to support Rebuilding Together’s president so that he can perform all duties required of a chief executive, as well as to support the various functions of the national board.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Assistant to the President
· Organize the president’s time, including scheduling all appointments and meetings with staff and board members as well as with a wide range of people outside the organization. Apprise President of daily schedule and long-term commitments.
· Develop and manage systems to insure that information (by telephone, email, fax, mail or other means) that comes to or from the president moves quickly and appropriately. Screen, sort, distribute and/or act on it, then file it within a logical framework that meets the needs of a busy president and growing organization.
· Respond to callers and corresponds in a timely fashion and maintain proactive communication with the President regarding current activities.
· Provide phone support including answering the President’s phone lines, screening calls, routing callers to appropriate staff members, taking messages.
· Is familiar with regular contacts of the President and is able to prioritize and respond to requests appropriately.
· Type and/or draft memos and correspondence for signature, including reviewing formats and sending correspondence.
· Schedule all aspects of travel (hotel, rental car and airline reservations). Prepare all materials for travel, including background papers and materials. Review and prepare travel expense reports upon return.
· Schedule meetings with internal staff and outside contacts, including coordinating participants’ schedules, sending memos, scheduling conference rooms, arranging for refreshments. Assure that equipment and supplies needed are available and in working order.
· Provide administrative support (filing, faxing and copying).
· Set up and maintain comprehensive filing system (papers and computer) and organizes/maintains information and notebooks (LPM, Board minutes and memos, etc.).
· Maintain confidentiality of information.
· Able to respond quickly and effectively to the multiple needs of the CEO, anticipating those needs and having the self-initiative to take appropriate action.
· Work with the Board and its committees (especially Governing and Nominating Committee) to prepare appropriate background information, letters and mailings.
· Attend board meetings; record and transcribe proceedings for President’s and Chairman’s review and input
· Maintain Board roster and mailing labels.
· Ensure the Board receives meeting dates and logistical information.
· Ensure appropriate information, materials, letters are distributed to Board, National Advisory Council, staff and other key stakeholders.
· Coordinate arrangements for board meetings and dinner (location, equipment needed, food).
· Prepare board packages for mailing.
· Contact board members as necessary regarding upcoming meetings.
· Ensure appropriate Board documents are signed, such as resolutions, and other policy documents.
· Maintain Board files for both current and past members.
· Prepare Board Orientation Book for new members.
- Excellent interpersonal, word processing and task management skills.
- Must have strong professional presence.
- Extremely well organized, valuing the importance of paying careful attention to details and having an excellent ability to recall information.
- Able to work independently, with enough self-initiative and confidence to start and complete tasks without waiting to be asked.
- Technologically savvy, with full understanding and fluency in computer applications including word processing, email, Internet searches.
- Exceptional interpersonal and communications skills in effectively serving constituencies in house and outside.
- Must possess good judgment and ability to respond, think on feet and juggle multiple and changing priorities.
- Demonstrated competence in calendar and logistics management.
- Experience with content and form editing of correspondence; good writing and grammar skills.
- Experience providing secretarial support including office procedure design and management.
- Ability to organize, prioritize and execute multiple concurrent tasks.
- Ability to maintain confidentiality and composure under pressure.
- Must have a strong team orientation.
- Bachelor’s degree with a minimum of four years as an executive assistant.
· Requires ability to speak, see, hear and use hands to handle objects, tools or controls
· Requires ability to reach with hands and arms
· Requires evening/weekend availability and travel
· Requires the ability to lift or move 15 pounds.
Please send resume and cover letter to email@example.com
Minimum Education Required
How To Apply
Please send cover letter and resume to firstname.lastname@example.org