Executive Assistant to the CEO

GLENWOOD INC•Birmingham, AL

3d•Onsite

About The Position

Glenwood is a private nonprofit organization with a continuum of care for children and adults with autism spectrum disorders and children with behavioral health disorders. Glenwood operates over 40 programs and services and has a staff of 400 with annual budget of 33 million. We are seeking an Executive Assistant to the CEO ensure seamless coordination of administrative tasks, facilitate effective communication between the CEO and internal/external stakeholders, and provide strategic support in advancing organizational goals.

Requirements

Strong ability to execute work with a diversity, equity, and inclusion lens.
Significant executive support experience, including supporting C-level executives.
Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.
Strong verbal and written communication skills.
Exceptional organizational skills and impeccable attention to detail.
High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners.
Make appropriate, informed decisions regarding priorities and available time.
Ability to complete a high volume of tasks and projects with little or no guidance.
Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround.
Able to maintain a high level of integrity and discretion in handling confidential information. Excellent judgment is essential.
Ability to switch gears at a moment’s notice.
BS or BA degree in business, office administration, or related field is preferred; High School Diploma or Equivalent is required.
Work location: In-person.
Minimum Experience: 10 years relevant experience 5 years of experience as an Executive Assistant or Paralegal

Nice To Haves

Experience working with a nonprofit board is highly preferred.

Responsibilities

Provide sophisticated calendar management for President/CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements.
Act as a liaison and provide support to the Board of Directors. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of the Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters.
Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the President/CEO, including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the President/CEO’s style and organization policy. Maintains strict confidentiality on all matters.
Work closely with the President/CEO to keep him/her well-informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the President/CEO updated. Anticipate President/CEO’s needs in advance of meetings, conferences, etc.
Maintain open communications with the executive team, including meeting regularly and providing information and documents as needed. Coordinate all Executive Team meetings, collecting and composing meeting agendas/minutes.
Provide "gatekeeper" and "gateway" roles, providing a bridge for smooth communication between the President/CEO and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team.
Work with the Executive Team to coordinate the President/CEO’s outreach activities. Follow up on contacts made by the President/CEO to cultivate ongoing relationships. Work collaboratively with the development and marketing teams to cultivate board and junior board relationships as well as all other stakeholders externally and internally.
Manage all aspects of the organization’s office services. Evaluate and assist in developing office policies and procedures for improved workflow and anticipate future needs as the organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for the operation of the organization. Manage information systems operations including hardware, software, desktop support, internal telecommunications, and strategic systems development and planning. Provide leadership to all levels of the organization, including the executive team, to meet their current and future information needs.
Other projects/duties as assigned for the overall benefit of the organization.