Executive Assistant To The CEO

Job Details

Description

Ascentria Care Alliance employees and volunteers take pride in the impact they have on the people they serve. It’s more than just a job, it’s an opportunity our employees have to care for and share in the lives of people who greatly need and appreciate their presence. Ascentria Care Alliance focuses on every child, elder, disabled person, refugee, endangered teen or teenage mom in order to build stronger communities one person at a time. This is an excellent opportunity to enhance the operations of a $160mm non-profit social services and senior care organization with programs throughout New England.

Executive Support

• Completes a broad variety of administrative tasks for the CEO including: scheduling appointments and managing extremely active and dynamic calendar of appointments, planning and scheduling meetings and conference calls.
• Works closely and effectively with the CEO to keep her well informed of upcoming commitments and responsibilities, following up on a timely and appropriate manner.
• Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO.
• Takes meeting minutes including for Executive Team meetings and provides agenda’s and meeting materials as needed.
• Plans and optimizes all travel plans for the CEO including arranging detailed travel, itineraries and compiling documents for travel related meetings.
• Communicates directly, and on behalf of the CEO with board members, donors, staff and others, on a variety of company matters.
• Researches, prioritizes and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides bridge for smooth communication between the CEO and internal departments and staff.
• Ensures that various administrative tasks are performed in an effective, efficient and timely manner, including copying, reviewing mail and email, drafting correspondence, screening telephone calls as needed, and maintaining files as needed.
• Maintains and organizes the CEO’s contact database to ensure strong coordination of outreach to numerous audiences.
• Completes expense reports; coding pcard expenses, and processes revenue contracts.
• Performs other duties as assigned including special projects.
• Reliable attendance for scheduled hours and the willingness to be flexible in covering additional hours
  
  

Board Support

• Serves as the CEO’s administrative liaison to the board of directors.
• Organizes quarterly board meetings and multiple committee meetings including drafting agendas, packet assembly, issuing information and invitations.
• Attend quarterly board meetings and committee meetings to take, prepare, and distribute meeting minutes in a timely manner.
• Manage governance requirements for board and committees including coordinating annual meetings, elections, corporate member and subsidiary governing board meeting preparation, bylaw revisions, and policy review and revisions.
• Maintains all board files including board contact list and all board governance documentation.
• Serve as Corporate Clerk and ensure that annual reports to the Secretary of State offices for all corporate entities are filed annually.
  
  

Other Duties

• Organizes programs, events, meetings or conferences by arranging facilities and caterers, issuing information or invitations, and coordinating speakers.
• Facilitates cross-department or program coordination of meetings and flow of information.
• Backup support for other administrative staff, answers the operator line when needed, assists in closing up the office at the end of the day.
  
  

Qualifications

• Bachelor's degree required; Notary public preferred.
• Minimum of 5+ years’ experience in an Executive Assistant or Senior Administrative support role, preferably in a non-profit organization.
• Experience working with non-profit board members.
• Demonstrated proficiency and detailed knowledge of MS Office (Outlook, Word, Excel, and PowerPoint).
• Strong attention to details and exceptional organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and emotional maturity to build relationships with stakeholders, including staff, board members, external partners and donors.
• Must be able to work independently and proactively to anticipate the CEO’s needs.
• Expert level written and verbal communication skills.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer / client service and response.
• Ability to manage a variable work schedule which may include some after hours work.
  
  

Travel

• Position is based out of Worcester headquarters with some occasional travel to sites in New England—up to 25%.
  
  

Physical Demands

The physical demands described here are representative of those that must be met by an employee of this job. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential duties of the position.