Executive Assistant, Exempt, Full Time, Annual Salary $55,00.00

Girl Scouts of Central Indiana•Indianapolis, IN

About The Position

Executive Assistant to the CEO will provide comprehensive support to the CEO and board of directors, as well as other senior team members. The ideal candidate will be an excellent problem solver who excels at communication, organization and planning. The executive assistant plays a key role in meeting organizational goals and upholding organizational values.

Requirements

Bachelor’s degree or equivalent experience.
5+ years’ experience as an Executive Assistant, Administrative Assistant or related position supporting the CEO.
Understanding of not-for-profit business structure and basic accounting concepts.
Desire and aptitude for learning new concepts quickly.
Proven experience with maintaining confidentiality and exercising judgment and initiative.
Ability to work well under pressure of deadlines and multiple priorities.
Ability to disseminate information clearly and concisely.
Must hold membership in the Girl Scout organization and subscribe to the tenets of the Girl Scout Promise and Law.
Must have reliable transportation.
Candidate must be able to work predominately unsupervised, be able to set priorities and juggle workload to meet schedules and deadlines.
Maintains a safe work area and complies with safety procedures and exercise confidentiality in all business matters.
Performs other related duties as assigned.
Must complete and pass a criminal background check.
Ability to sit at a workstation for up to 2 hours at a time.
Ability to sit and view a computer screen for up to 2 hours at a time.
Must be able to work nights and/or weekends in support of council and Board functions.

Responsibilities

Manage CEO calendar; including scheduling appointments, confirming appointments and ensuring all necessary documents are available for meetings.
Manage request for speaking engagements and ensure talking points / speeches and supporting presentations and / or documents are prepared in advance.
Document in fund development database all stewardship activity engaged in by CEO, including proactively providing drafts for upcoming stewardship communications.
Ensure timely and appropriate responses to staff and community requests on behalf of the CEO.
Make business travel arrangements and necessary accommodations for CEO as requested.
Schedule all CEO led internal meetings, as well as collect and prepare slide deck, and technology set up in any meeting where the CEO is presenting.
Oversee special projects, anticipate next steps, and take initiative, exercising discretion and sound judgment and being sensitive to deadlines.
Present contracts for signature by CEO, including gathering any documentation to support signing, disseminating signed contracts to applicable parties, and managing electronic storage of council contracts.
Complete monthly expense report for CEO and submit for reimbursement as requested.
Manage the CEO budget and supporting documentation.
Assist in managing board committees, including creating agenda, gathering, and disseminating meeting materials, creating presentations for meetings, maintaining meeting minutes and any other correspondence necessary to fulfill committee objectives.
Coordinate partner and volunteer stewardship, including thank you, congratulatory, and sympathy communications, using standardized messaging and an organized intake/notification process.
Assist with GSUSA reporting.
Provide cross-functional administrative support such as travel arrangements, meeting preparation, and documentation management to ensure smooth organizational operations.
Support event operations by maintaining permitting processes, coordinating timelines, and pairing compliance tasks with post-event stewardship activities.
Manage the process to update bank account signatures when there is transition in board chair positions and assist CFO in obtaining signatures at other times, as needed.
Plan and execute all board and committee meetings and events, including preparing notices, agendas, presentations, and required materials; lead day of logistics and complete post meeting minutes and action item follow up.
Ensure board and committee members receive regular communications about GSCI events and activities so that they maximize their involvement in the organization.
Manage all board and committee communications, ensuring timely distribution of materials, updates, and follow-ups.
Produce and maintain training and orientation materials for the board of directors.
Lead planning and execution of major governance events including the GSCI Annual Meeting and leading the delegation attending GSUSA’s National Council Session (every three years).
Maintain and manage Council Bylaws and governance processes, consulting with the CEO and Board Chair on updates as needed.
Oversee the board budget, including planning, tracking, and reporting.
Track board and committee member terms and support the Board Development Committee Chair with candidate pipeline management and updates to the board roster.