Executive Assistant to the Chief Executive Officer (CEO)

PURPOSE

To provide support to the CEO/President, the executive team, and the board of directors.

POSITION OVERVIEW

The Assistant to the CEO will leverage the time and bandwidth of the Chief Executive Officer (CEO) to support mission impact, program/service delivery, and stakeholder experience. In this role you will be the primary point of contact for internal and external constituents on all matters related to the office of the CEO. The Assistant ensures that the CEO’s schedule and workflow are aligned with organizational priorities and works closely with the senior executive team to maximize leadership focus, time, energy, and utilization to help achieve organizational goals.

DUTIES & RESPONSIBILITIES

• Coordinate, prioritize, and manage the CEO’s time and focus. Ensure the CEO has the information and background necessary to be productive and engaged in all meetings, gatherings, and conversations.
• Help to ensure that the CEO’s involvement in projects, meetings and decision making takes place at optimal times, when his/her/their input is most necessary and impactful.
• Manage the CEO's schedule including meeting setup, agenda and material development, minute taking, technology set up, meeting follow up, and other related tasks.
• Keep the CEO informed about critical issues, news and developments taking place in the environment.
• Serve as the point person for all CEO correspondence and incoming calls to provide resolution to stakeholder questions and issues. Determine the appropriate course of action, referral, or response.
• Review all materials that go out under the CEO's name including press quotes, newsletter articles, fundraising letters, social media posts, and other messages that use the CEO's voice.
• Maintain the CEO's records, and the archived records of the organization in their varied formats.
• Coordinate and manage meetings of the board of directors, including report preparation, agenda development, minute taking, and maintaining official board records and files.
• Manage a designated portfolio of stakeholders and funders and provide concierge service.
• Prepare correspondence on behalf of the CEO.
• Coordinate executive travel, complete expense reports and credit card reconciliation for the CEO.
• Coordinate executive travel arrangements.
• Serve as the CEO’s proxy for designated meetings, conversations, projects, and initiatives.
• Coordinate special projects and any other tasks as assigned by the CEO, including cross-functional organization wide initiatives with multiple stakeholders.

PEOPLE CARE

People are the key to fulfilling our mission. Making internal and external stakeholders and their needs a primary focus is expected in all situations. This position interacts and collaborates with team members throughout the organization and its multiple campuses. Communication occurs through a variety of mediums, and the expectation is that all communications will be clear, direct, cooperative, professional, and respectful in all circumstances. You will be expected to actively support a positive, collaborative team environment, to directly address conflict or uncertainty, and to express concerns appropriately and in a timely manner.

QUALIFICATIONS & COMPETENCIES

• Organizational
• Integrity and ethical behavior
• Thriving amid change and ambiguity
• Knowing when to defer to process and when to be flexible
• Stakeholder and community focus
• A preference for a team-oriented and collaborative approach to work

KEY COMPETENCIES FOR THIS POSITION

• Emotional intelligence
• Commitment to excellence
• Being decisive and taking initiative
• Analytical thinking
• Financial acumen and a strong sense of fiscal stewardship

KNOWLEDGE, SKILLS & ABILITIES

• Project management
• Strong writing skills, with an ability to convey the CEO’s voice and values
• Exceptional verbal, written and people skills
• Ability to complete tasks in a fast-paced environment
• Enthusiasm for sharing information and learning from others
• Elevated level of organization and attention to detail
• Self-motivation and an inclination to work independently
• Experience with various office, presentation, and project management systems and technologies
• Ability to set boundaries and maintain strict confidentiality
• Experience working in an atmosphere of multiple projects, shifting priorities, and deadline pressures.
• Ability to be flexible and detail oriented.
• Ability to prioritize sometimes conflicting needs and demands, with a strong commitment to follow-through.
• Ability to manage the emotional aspect of the work in a positive, professional manner, and to practice self-care.
• Passion for the HRA mission, and for caring for all animals regardless of species, appearance, age, or breed.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT

The physical demands described here are representative of those that must be met by an employee to successfully perform the primary functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

• Availability and ability to work occasional weekend or weeknight hours.
• Ability to travel to HRA’s multiple campuses.
• Regularly sits at a computer station and operates electronic equipment.
• Occasional lifting with reasonable accommodation.
• Regularly moves about the facility to coordinate work.
• May work in an area with a high noise level.
• Comfortable working around cats, dogs, small animals, reptiles, rodents, fish, farm animals, and wildlife.
• Exposure to cleaning materials, fumes, dust, and animal dander.
• Due to nature of shelter work, may be exposed to deceased, fractious, or aggressive animals; hostile or irate people; zoonotic or other diseases; unpleasant noises, odors, or sights.

EDUCATION & WORK EXPERIENCE

• Five years of progressively responsible experience in administrative support including experience working with senior level staff leadership and/or boards of directors.

Multilingual candidates are encouraged to apply. A salary premium may be offered for multilingual candidates who demonstrate proficiency in written and oral testing.

HRA is committed to being an Equal Opportunity Employer, and does not discriminate because of race, color, creed, gender, religion, national origin, disability, age, pregnancy, genetic predisposition or carrier status, marital status, citizenship status, or sexual orientation. Accommodation will be provided to qualified individuals requiring them.