Executive Assistant to the President & CEO
About The Position
The Executive Assistant to the President & CEO provides executive and administrative support, helping coordinate high-level decision-making and serving as a liaison among the CEO, both Boards of Directors, and the Leadership Team. The role supports effective communication, key projects, organizational alignment, and the advancement of the CEO’s and Urban League of Rochester’s strategic priorities. The position manages the CEO’s calendar, correspondence, travel, expenses, speaking engagements, records, and information requests. It also provides administrative and governance support to the ULR and ULREDC Boards, including meetings, agendas, minutes, committee coordination, and compliance documentation. The role coordinates staff meetings and organizational events, supports leadership projects, and supervises the Customer Service Coordinator and receptionist processes. The position is full-time, benefits-eligible, non-exempt, and scheduled for 35 or more hours per week. It reports to the President & CEO and has a stated hourly rate of $23.08 to $27.88.
Requirements
- Associate’s degree and at least 3 years of experience directly supporting a CEO or executive leader; a combination of education and experience is acceptable.
- Experience working with senior executives.
- Proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
- Experience with Google Suite, Squarespace, Mailchimp, Salesforce, Zoom, Eventbrite, and similar tools.
- Excellent interpersonal and written communication skills.
- Ability to work effectively with members of a diverse organization.
- Strong computer, organizational, and administrative skills.
- Supervisory experience.
- Ability to self-teach and be creative.
- Strong organizational and time-management skills.
- Superior writing and proofreading skills, including the ability to synthesize writing from different writers into one cohesive voice.
- Ability to handle confidential and sensitive information.
- Strong project-management skills.
- Ability to manage multiple projects and priorities while maintaining a positive outlook and working effectively in a team environment.
- Thoroughness, accuracy, timeliness, and strong attention to detail.
- Creative, results-driven, and community-oriented approach.
Responsibilities
- Manage the President & CEO’s calendar, expense reports, confidential correspondence, travel arrangements, and travel meeting documents.
- Serve as a liaison between the President & CEO and Board members, communicating and advocating for the CEO’s programmatic initiatives.
- Assess incoming issues and concerns for priority and sensitivity and determine the appropriate action, referral, or response.
- Facilitate communication between the President’s office and internal departments.
- Maintain accurate, current professional biographies and resumes for the President & CEO.
- Coordinate the President & CEO’s speaking engagements, prepare PowerPoint presentations, and collaborate on speeches.
- Respond to requests for information about the President and the organization.
- Organize and preserve electronic and physical records in accordance with regulatory requirements and document-retention practices.
- Provide administrative support to the ULR and ULREDC Boards of Directors.
- Prepare Board meeting agendas and pre-read materials, record minutes on behalf of the Board Secretary, and organize Board documents.
- Work with the Board Chair, Committee Chairs, and CEO to manage committee projects and responsibilities.
- Track Board compliance documentation, dues, and survey participation.
- Coordinate Board committee meetings and engage members and staff liaisons in scheduling and minute-taking.
- Manage staff meeting logistics, including agendas, locations, and related arrangements.
- Organize Board and staff events, manage logistics, and submit post-event expense reports to the finance department.
- Collaborate with the President & CEO and Marketing & Fundraising department on organization-wide events.
- Participate in and support organizational events and fundraising initiatives.
- Work with the CEO and Executive Leadership to develop meeting agendas, document notes and action items, and assign tasks with deadlines.
- Support Leadership Team special projects, including strategic planning, affiliate assessments, policy and procedure updates, process improvements, and technology implementations.
- Manage and support the Customer Service Coordinator desk reception staff.
- Oversee receptionist processes and procedures to support smooth operations and the community.
Benefits
- Benefits eligibility
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
Associate degree
