Executive Assistant To CEO
Location
Fairfax, VA | United States
Job description
Our client, Shelter House, is seeking an Executive Assistant based in Fairfax, VA!
About Us: Shelter House was established in 1981 as a grassroots responder to the homelessness crisis in Fairfax County. Since the organization’s inception, we have adapted and grown to meet community needs, all while working in partnership with government and private partners and community members. Today, Shelter House is a successful and reputable organization of over 100 employees committed to preventing and ending homelessness and domestic violence. In the last year, our compassionate team of individuals changed the lives of nearly 2,000 individuals, half of which were children.
Our Culture is built from our Core Values of Inclusivity, Collaboration, Accountability, Respect, and Empowerment (iC.A.R.E.). In addition to our incredible mission and culture, we offer our employees a work-life balance, 401K (with employer matching), and core benefits (medical/dental/vision) for full-time employees with a generous employer contribution towards premiums.
About the Role: We are looking for an Executive Assistant (EA) to support the CEO/Executive Director of the organization. This position will require excellent organization, communication, and interpersonal skills. The EA is responsible for a wide variety of activities and performs administrative tasks in support of the CEO and Executive Leadership with a sense of urgency and exceptional attention to detail. The EA serves as the primary administrative point of contact for internal and external stakeholders on all matters pertaining to the Office of the Executive.
The EA must be collaborative and thrive in a dynamic, mission-driven environment. The ideal candidate will have exceptional administrative and organizational skills, the ability to work independently to complete assignments using good judgement and discretion, and a track record of self-motivation and initiative in identifying approaches to optimize support for the CEO/Executive Director.
Responsibilities: - Manage the appointment calendar of the CEO/Executive Director.
- Manage the expense reporting for the CEO/Executive Director.
- Reserve travel arrangements CEO/Executive Director.
- Provide project and administrative support to the broader Executive Team for organizational-wide events and activities.
- Prioritizes work, ensures timely completion of tasks, and is responsible for the day-to-day operation of the CEO/Executive Director’s office.
- Coordinates and monitors work within the CEO/Executive Director’s areas of responsibility for timely submission of reports and the attainment of other critical project deadlines.
- Provide administrative support to the CEO/Executive Director to include drafting, writing, and/or coordinating logistical follow-up on matters delegated to staff.
- Initiates and/or contributes to oral and written responses to technical inquiries directed to the CEO/Executive Director, or for their signature. Prepares documents ranging from customer relations issues to issues on institutional matters.
- Serves in the administrative role by maintaining liaison with the CEO/Executive Director’s staff to disseminate information pertaining to organization-wide policies, procedures, technology, and concerns.
- Expedites workflow in the absence of the CEO/Executive Director and schedules the daily activities of the CEO/Executive Director.
- Assists in the preparation of reports for the Board of Directors.
- Coordinates area staff meetings and works on other special projects as directed by the CEO/Executive Director.
- Attends and takes minutes for staff meetings and the support staff meetings as required; transcribes meeting minutes into narrative reports; and circulates the minutes via email for all involved parties.
- Coordinates complex non-routine meetings on and off site with various individuals, committees, and constituency groups.
- Maintains liaison with the area's offices of responsibility; conducts regular meetings with other administrative staff to ensure relevant policies and procedures are being followed.
- Coordinates and collaborates with the other administrative assistants of the Senior Team to ensure adequate support.
- Receives, sorts, and categorizes all incoming information and mail to the Office of the CEO/Executive Director and disseminates it in a timely fashion. Processes all outgoing communication in the form of emails, letters, voice messages or other forms of communication.
- Researches and gathers, periodically, source materials for the preparation of correspondence, meeting minutes, updating contacts, and other purposes.
- Act as a facilitator for internal and external meetings by greeting priority guests and promoting the timely start and end to scheduled meetings.
- Work with relevant departments to prepare briefing information for the CEO/Executive Director before external or internal meetings and ensure required next steps are scheduled and completed.
- Support key office initiatives such as employee engagement trainings, company events and all-staff meetings, as needed.
- Collaborate with all departments to facilitate timely and productive engagement with the CEO/Executive Director and Executive Team.
- Develop administrative systems and processes for the executive team. Implement and communicate processes to internal and external stakeholders.
- Performs other related duties as assigned by the CEO/Executive Director.
About You: - At least three years of relevant administrative support experience
- Bachelor’s degree preferred.
- Ability to multi-task in a fast-paced environment while keeping a professional demeanor
- Exceptional verbal and listening communication skills
- Outstanding writing and editing skills
- Adept at project and process management
- Proficient in Microsoft Office suite of products
- Able to manage multiple projects and deliverables simultaneously
- A positive, professional attitude
- Must be able to work both independently and collaboratively
- Desire and ability to take on increased responsibility as position evolves
- As this role supports a key member of the Executive Team, there may be occasional assistance required outside of regular work hours, such as weekends and evenings
Shelter House will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990 Any person in need of an accommodation should contact Human Resources directly for assistance.
Shelter House does not discriminate on the basis of race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity or any other reason prohibited by law in provision of employment opportunities and benefits.
Job tags
Salary
