Executive Assistant

ICAN Positive Programs for Youth•Chandler, AZ

30d

About The Position

As Executive Assistant, you will provide executive level administrative support to the CEO and Board of Directors to ensure a high level of operational excellence. You will also provide consistent and dedicated support to the Advancement Team, while offering project-specific and seasonal support to the broader Leadership Team at ICAN when needed. Reporting to the CEO, you will do this by providing: Administration for the CEO & Board of Directors (50%). Administrative and clerical support for the CEO and Board of Directors, including but not limited to preparing, coordinating and/or scheduling: calendars, travel, meeting materials and preparation (location, logistics, etc.), presentations, recording meeting minutes, keeping attendance records, etc. Coordinates all details for staff and board planning retreats, celebrations and social events. Coordinates board member onboarding, offboarding and alumni engagement activities. Plan for, distribute, and analyze the Board of Directors Self-Assessment each year with the CEO. Facilitate board leadership annual election process. Manages CEO documentation, purchase requisitions, vendor/contractor invoicing, reimbursements and credit card purchase requests. Prepares and maintains Board of Directors files and record keeping, including bylaws, board policies and articles of incorporation. Preparing executive, board and administrative budgets annually in partnership with the CEO. Conducts donor acknowledgement and stewardship activities on behalf of the CEO. Makes donor touchpoint updates in the donor database on behalf of the CEO. Administrative Support for the Advancement Team (45%) Facilitates maintenance of the donor CRM (Salesforce), including: routine updates/entries, reporting, dashboard maintenance and general maintenance of the database. Processes gift acknowledgements and donor thank you activities in accordance with the Advancement Team’s policies and procedures, and as needed by leadership. Supports administrative event and campaign functions as delegated in Advancement Team work plans. Supports scheduling needs for the Advancement Team as needed. Supports other administrative projects or research as delegated by leadership. Participates in Advancement Team meetings and other department activities; serves as an administrative extension of the Advancement Team. Other Leadership Team Support (5%) Provides additional administrative support and scheduling to members of the Leadership Team, as needed and as delegated by the CEO, including seasonal administrative support, leadership-level documentation, planning or meeting needs, special project needs, team culture activities, etc. ? Confidentiality You agree not to disclose any confidential information purposefully or inadvertently, to any unauthorized person inside or outside of the organization, unless required to do so by law. Maintains discretion and confidentiality in relationships with all board members, staff, and volunteers.

Requirements

Minimum of 2 years executive administrative support experience
Excellent verbal and written communication skills
Excellent tech-forward organizational skills and attention to detail
Excellent customer service skills and ability to professionally represent the organization within various stakeholder settings
Excellent time management skills with a proven ability to meet deadlines and juggle multiple priorities at once
Strong desire to learn and grow
Demonstrates humility, respect and positivity
Ability to act with integrity, professionalism, and confidentiality
Ability to work collaboratively with other department executives
Ability to seamlessly prioritize work from multiple functional units successfully
Ability to work creatively and analytically in a problem-solving environment
Minimum of 21 years old and valid AZ driver’s license
Dependable vehicle with proof of current AZ registration and valid insurance