Executive Assistant to the ED

POSITION OVERVIEW: The Executive Assistant will provide high-quality administrative support to the Executive Director (ED) and the Board of Directors. The Executive Assistant will have the ability to think proactively and respond quickly and efficiently and must possess strong administrative, written and verbal communication, and organizational skills, with the ability to prioritize projects and the needs of the organization while handling multiple priorities and highly sensitive and confidential information with the utmost discretion and composure. Ultimately, this position will contribute to the efficiency of our organization by providing personalized and timely support for the ED. In addition to the Executive Assistant’s primary responsibilities of providing administrative and logistical support for the ED, this position will support operational functions as needed.

ATTRIBUTES OF A COMPETITIVE CANDIDATE 

• Competitive candidates will have 3-4 years of relevant experience.
• Trustworthy,  possess sound judgment, and work with absolute discretion.
• The ideal candidate will have strong problem-solving and critical thinking skills and be eager to support Mamatoto’s ED and executive staff.
• They must appreciate structure and systems and believe they make the work easier and better. They should be efficient at handling multiple priorities, work efficiently, take initiative, be organized, and be a team player. 
• A creative thinker and patient team member willing to test out new ideas.
• Understanding and application of interdependence and self-motivation in a work setting.
• History of working with a diverse population in a mutually respectful manner, using a strengths-based approach.
• Engages in critical inquiry to promote self-awareness and accountability and implement liberatory frameworks within personal and team objectives and deliverables.

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Other duties may need to be assigned to meet organizational needs.

Executive Responsibilities for the ED

• Manages confidential and sensitive information from the office of the ED, including emails, shared files, briefings, etc. 
• Manages very active calendar of the ED to include appointments, meetings, conferences, teleconferences
• Plans, coordinates, and ensures the ED’s schedule is balanced and respected
• Manages and coordinates travel plans, itineraries, and agendas 
• Manage ED expense tracking, reimbursement, and reconciliation in collaboration with the financial management team 
• Creates and distributes meeting notifications and manages correspondence and meeting execution with the highest level of accuracy, efficiency, and attention to detail
• Communicates directly, and on behalf of the ED, with Board members, donors, foundation staff, and others on matters related to ED’s programmatic initiatives 
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the ED, including those of a sensitive or confidential nature, and determines appropriate course of action, referral, or response
• Supports and enables smooth communication between the ED’s office and internal departments, demonstrating leadership to maintain credibility, trust, and support with all staff 
• Follows up on contacts made by the ED and supports the cultivation of ongoing relationships 
• Manages a variety of special projects for the ED, some of which have organizational impact 
• Prioritizes conflicting needs; handles priorities expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures 
• Maintains an understanding of the current social/political environment

Board Support and Liaison 

• Serves as the ED’s administrative liaison to the Board of Directors 
• Maintains discretion, confidentiality, and appropriate boundaries in relationships with all Board members  
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format 
• Participates as a liaison for the Executive Leadership Team, including assisting in scheduling meetings and attending meetings as assigned  
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings 
• Overall management and coordination of all board gatherings with the ED  
• Draft and prepare meeting minutes and presentations, and manage the timely circulation of materials for internal and external meetings, including meetings of the board of directors

Additional Administrative Support 

• Supports special event invitation vetting and confirmation
• Completes first drafts for written communications to external stakeholders
• Review email requests and respond accordingly
• Uses a project management tool to ensure projects and tasks are progressing on schedule
• Travels independently and with the ED in support of engagements as needed
• Takes meeting notes and minutes and shares, as needed
• Assist as needed with macro event planning for all staff gatherings  
• Coordinates the ED’s outreach activities 
• Assist with management of on-site vendor relationships (cleaning staff, Cintas, landscaping, etc.)

SKILLS AND REQUIREMENTS TO FOSTER SUCCESS

• A minimum of 3-4 years of experience supporting senior/C-suite executive(s) – nonprofit/social justice organization experience is required
• A minimum of an associate degree is required
• Commitment to confidentiality and ability to exercise absolute discretion
• Basic expense management and budgeting knowledge required
• Significant experience crafting internal and external client/partner communications
• Must be able to communicate professionally and respectfully with supervisor, stakeholders, and co-workers
• Expert proficiency in iOS, Microsoft Office ( Word, Excel, and PowerPoint), G-Suite (Gmail, Google Docs, Drive, and Calendar), Google Meet, Zoom, Monday.com, and Adobe Acrobat
• Excellent verbal, written, research, communication, and deck creation skills in Canva
• Demonstrated alignment with Mamatoto Village’s mission and a strong commitment to racial and reproductive justice
• Strong familiarity with human rights, reproductive justice, and maternal and infant health content 
• Ability to approach work intentionally, with attention to deadlines and details
• Ability to prioritize competing projects and multi-task across a broad spectrum of collaborators based in various geographic locations
• Flexibility, initiative, and demonstrated capacity to work independently are necessary to succeed.  
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors
• Ability to receive and implement constructive feedback 
• Must be willing to maintain annual professional development

NON-NEGOTIABLES

• Top-notch organization skills. If your books are in alphabetical order, your notes are colored-coded, and you find to-do lists energizing, we want to talk to you! There’s much to keep track of in this role, and nothing can fall through the cracks. Meeting deadlines is key.
• Exceptional problem-solving skills and the ability to be solution-oriented. A successful candidate will enjoy thinking on their feet and will know how to apply sound judgment and rationale to any situation. They will also need to be adept at anticipating needs and barriers.
• Accessibility. The work does not always happen during traditional office hours. A successful candidate will need to be accessible via text or phone to resolve urgent concerns as they arise – which is sometimes after 5 PM or on weekends.

This full-time position is based in the Mamatoto Village office. People of color are strongly encouraged to apply. Mamatoto Village offers an intentional benefits package.

• 80 hours of PTO, 40 hours of sick leave
• 11 paid holidays
• HRA for health, vision, dental, and dependent care
• Paid parental leave for 12 weeks
• 1-week of Radical Rest (last week of December)
• 403b Retirement plan with employer match
• Short-term disability
• Company provided computer
• Family-supported work environment
• Professional development and team building
• Hybrid work schedule option (4 days on-site, 1 day remote) after positive 90-day evaluation