Executive Assistant Jobs

About The Position

Requirements

• Bachelor's degree and greater than 8 years of proven experience as an executive assistant, preferably supporting C-level executives.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams, SharePoint, OneDrive) and other relevant software applications (e.g., Zoom, DocuSign) with experience maintaining executives’ phone, calendar, and travel schedules using Microsoft Office.
• Ability to learn and troubleshoot new software applications as needs arise.
• Strong communication skills, both written and oral, with the ability to interact effectively with individuals at all levels of the organization.
• Exceptional organizational skills, with the ability to prioritize tasks, manage multiple deadlines, and adapt to changing priorities in a fast-paced environment.
• Discretion and professionalism in handling sensitive information and confidential matters.
• Attention to detail and accuracy in all work activities, ensuring high-quality deliverables and outcomes.
• Ability to work independently with minimal supervision, while also functioning effectively as part of a collaborative team.
• Flexibility and adaptability to accommodate the evolving needs and priorities of the organization.
• Commitment to upholding ethical standards and promoting a positive organizational culture.

Responsibilities

• Serves as the primary point of contact between the Board of Trustees and executive leadership, ensuring clear and timely communication.
• Coordinates Board and committee meetings, including scheduling, agenda development, materials, and follow-up documentation.
• Maintains accurate, organized, and confidential records of Board actions, resolutions, and compliance requirements.
• Supports onboarding and engagement of new Board members, fostering strong and professional relationships.
• Assists with Board retreats, strategic initiatives, and executive-level projects to advance organizational priorities.
• Monitors governance compliance, including Board terms, roles, and adherence to bylaws and policies.
• Manages complex executive calendars, schedules appointments, and coordinates meetings for the CEO and CFO.
• Schedules, coordinates, and supports meetings. Documents meeting minutes.
• Troubleshoots minor technical issues for executives as needed.
• Professionally manages phone calls, emails, and written correspondence.
• Prepares documents, reports, and presentations. Has excellent written skills and is familiar with software to support executives’ needs.
• Arranges travel itineraries, including flights, accommodations, and transportation.
• Acts as a primary point of contact for internal and external stakeholders, including staff, clients, vendors, board members, and donors. Relays messages and facilitates communication with strong customer service skills.
• Drafts, proofreads, and edits correspondence and other written materials on behalf of the executive team.
• Maintains the highest professional and positive relationships with all contacts, representing the organization in a courteous and professional manner.
• Manages confidential information with discretion and integrity, maintains electronic databases (e.g., PolicyStat) and physical filing systems to ensure organization and accessibility.
• Conducts research, gathers data, and compiles reports as assigned by the executive team.
• Tracks and ensures the accuracy of financial documentation, billing submissions, and expense-related processes in alignment with organizational policies.
• Oversees the processing of invoices and expense reports, verifying compliance with organizational policies and signature authority guidelines.
• Acts as a liaison between executives and team members to enforce financial procedures and resolve discrepancies.
• Directly supervises one SFCJL Executive Assistant and is responsible for overseeing their performance.
• Provides guidance and oversight to administrative staff, establishing a dotted-line reporting relationship to campuswide Executive Assistants to ensure consistency in administrative practices.
• Develops and implements standard operating procedures for administrative tasks across departments.
• Mentors administrative personnel, offering training and support to enhance efficiency and professional development.
• Coordinates and project manages compliance, licensing, and regulatory renewal activities by tracking key deadlines and deliverables, partnering with cross-functional teams to ensure timely completion and submission of required documentation.
• Serves as a central point of contact for administrative coordination, promoting effective communication and collaboration among staff.

Benefits

• Medical
• Dental
• Vision
• 403(b) Retirement Plan
• Paid Time Off (PTO)
• Tuition Reimbursement
• Commuter Benefits
• Weekday Shuttle Services to and from Glen Park Station