CURRENT JOB OPENING

Executive Assistant

Reports to: Executive Director

Employment Classification: Non-Exempt

Work Hours: Full-Time


JOB OVERVIEW

Girls Inc. of the Pacific Northwest inspires all girls, ages 6-18, to be strong, smart, and bold. Our gender-specific and research-based programming is focused on equipping girls with the tools necessary to lead healthy, academically successful, and economically-independent lives.

POSITION DESCRIPTION

Reporting directly to the Executive Director, the Executive Assistant will provide executive support in a one-on-one working relationship. The Executive Assistant will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Director. The Executive Assistant also serves as a liaison to the board of directors and senior management team; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

PRIMARY RESPONSIBILITIES:

Executive Support:

  • Completes a broad variety of administrative tasks for the Executive Director including: managing calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
  • Plans, coordinates and ensures the ED's schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the ED's time and office.
  • Communicates directly, and on behalf of the ED, with Board members, donors, Foundation staff, and others.
  • Works closely and effectively with the ED to keep her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the ED updated.
  • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the ED, some of which may have organizational impact.
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the ED’s ability to effectively lead the organization.
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Board Support and Liaison:

  • Serves as the ED's administrative liaison to the board of directors.
  • Maintains discretion and confidentiality in relationships with all board members.
  • Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings.
  • Assists in the calendaring of board and committee meetings.
  • Provides administrative support to committee chairs.

Senior Management Liaison:

  • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
  • Assists in coordinating the agenda of senior management team meetings and off-sites, and all-staff meetings.
  • Facilitates cross-divisional coordination of travel.
  • Works with the Community Relations team in coordinating the ED's outreach activities.
  • Follows up on contacts made by the ED and supports the cultivation of ongoing relationships.

QUALIFICATIONS

  • Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
  • Expert level written and verbal communication skills
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Emotional maturity
  • Highly resourceful team-player, with the ability to also be extremely effective independently
  • 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
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
  • Forward looking thinker, who actively seeks opportunities and proposes solutions

EXPERIENCE REQUIREMENTS:

  • Bachelor's degree required
  • Strong work tenure: three to 5 years of experience supporting executives, preferably in a non-profit organization
  • Experience and interest in internal and external communications, partnership development, and fundraising
  • Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Salesforce, and Donor Perfect.
  • Ability to work in a culturally competent and effective manner with diverse groups of people, staff members, administrators, and the general public.
  • Access to reliable transportation and ability to use personal vehicle for work travel required. Oregon or Washington State Driver’s License and proof of insurance required.
  • Ability to work evenings/weekend when necessary.
  • Perform other duties as needed to assist with the overall mission of the organization.

 

HOW TO APPLY

To apply, please send cover letter, resume, and three references to careers@girlsincpnw.org. Please list “Executive Assistant” in the subject line.

Please no phone calls. Open until filled

Girls Inc. of the Pacific Northwest is an Equal Opportunity Employer.