Executive Assistant to the CEAO

Low Income Investment Fund • Atlanta, GA

5d • $100,000 - $105,000

About The Position

The Executive Assistant provides administrative support to the Chief External Affairs Officer. The Executive Assistant (EA) provides a broad variety of executive support in a one-on-one working relationship, serving as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEAO. Assists in organizing and coordinating retreats, site visits and external relations efforts; supports the CEAO with all travel and expense management and completes special projects as assigned. The EA exercises good judgment and maintains confidentiality and discretion in a variety of situations.

Requirements

• Ability to work independently in a fast-paced environment, with minimal supervision.
• Ability to adapt to and work effectively in evolving situations and to anticipate executive needs.
• Must possess a high standard for generating quality work and a positive attitude and demeanor.
• Must possess strong interpersonal skills and be capable of working both independently and seeking guidance from supervisors for priority setting.
• Advanced-level skills with Microsoft Teams, Outlook, Word, and PowerPoint.
• Proficiency with Excel and Zoom.
• Familiarity with databases such as Salesforce and expense management systems like Concur or Expensify.
• Strong administrative and organizational skills.
• Excellent communication skills, verbal and written.
• Research experience.
• Ability to work under pressure and meet deadlines in a fast-paced environment.
• Ability to handle complex logistical arrangements.

Nice To Haves

• Development, policy, or communications experience.
• Early childhood education, housing, or community development knowledge.

Responsibilities

• Serves in “gatekeeper” role for internal and external constituencies, consulting with CEAO as needed and using discretion to determine appropriate course of action. Prioritizes conflicting needs while providing a bridge for smooth communication between the CEAO and internal departments; demonstrates leadership to maintain credibility, trust and support with LIIF staff.
• Working with both external and internal contacts, schedules and manages a calendar of calls, videoconferences and in-person meetings. Maintains CEAO’s contacts in Outlook.
• Works closely and effectively with the CEAO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Works with staff and external constituencies to obtain preparatory materials for CEAO’s review in advance of meetings.
• Attends virtual meetings at the request of the CEAO and takes notes that are distributed to attendees. Ensures that attendees follow up on tasks as assigned.
• Maintains tasks / deliverables in Asana of outstanding CEAO meetings, activities and deliverables.
• Arranges frequent travel, including plane, train and hotel reservations and conference registration. Schedules travel-related meetings and obtains necessary preparatory materials in advance.
• Coordinates weekly External Affairs team meetings, soliciting agenda items and disseminating agendas and materials in advance of each meeting. Shares notes after meetings.
• Coordinates the completion of expense reports with receipts, in accordance with internal policies.
• Composes written and email correspondence on behalf of CEAO. Maintains electronic files and records. Completes mailings/shipping and obtain office supplies and equipment.
• Completes special projects at the request of the CEAO, which may involve research, analysis, document formatting and recommendations for a course of action. Create PowerPoint presentations as needed. Ability to use Lucid chart for workflows and visualization. Lead e-signature via Nitro or other platforms to multiple authorized signatories. Maintain delegation hierarchy chart and update if needed.
• Assists in preparing annual department budgets for the Office of the CEAO. Monitors expenditures and reports variances to the CEAO.
• Initiates and executes contracts in Salesforce; coordinates payments to consultants and vendors as approved by CEAO.
• Provides occasional support for other members of the External Affairs team as assigned.
• Works under the supervision of the CEAO on board-related matters. Coordinates with CEAO and other EA staff on the preparation of materials for all committees and board meetings.
• Coordinate with other EAs for preparing efficiently and on time regarding important meetings and events.
• Identifies ways to streamline company operations and practices for improved productivity and reduced duplication.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive