EXECUTIVE ASSISTANT

​

Salary: TBD; Dependent on background/experience.

Position Type: Full-time

Location: In office and on site as needed

​

We’re looking for an Executive Assistant to support the Executive Director who is responsible for the overall growth and stability of the organization. This role will coordinate and manage executive scheduling, prepare and organize important and strategic materials and plans, and support meetings and the preparation of a variety of special documents/projects. This role serves as the eyes and ears for the ED, connecting teams, projects, and critical business information to the ED, ensuring meetings and materials are efficient and effective and serves as a trusted partner to execute priorities of the organization’s operations and services to the community.

The dynamic nature of this role requires that the ideal candidate have exemplary time management skills and the ability to identify and anticipate the ED’s needs. The role must interact seamlessly and with a professional demeanor across a broad range of individuals including members of government entities, the Board of Directors, internal team, and all other stakeholders. To perform this job successfully, the individual is expected to be the main support to the ED for all of the organization’s activities with a positive mindset, highly pragmatic approach and a sense of discretion with sensitive and confidential business and client matters within a fast paced environment. Please review the full list of qualifications and responsibilities for this position below.

The ideal candidate is:

• A detail-oriented self-starter with excellent organization and time-management skills who has prior experience as an executive assistant in the nonprofit and architecture/design/construction industry 

• A trustworthy, reliable, conscientious individual who exhibits sound judgment with the ability to prioritize and make decisions best suited for the Executive Director and the organization.

• A confident, articulate leader with a professional demeanor who is comfortable interacting with government officials, high-level executives, board members, and high profile individuals.

• A team player capable of cultivating productive working relationships across the organization including board members, staff, volunteers, donors and other stakeholders.

• An energetic and resourceful team player with a can-do attitude who thrives in a fast-paced environment

Qualifications

• Three to five years prior experience in supporting a senior executive or team

• Excellent computer skills, including the Google Suite & Microsoft Office Suite along with exceptional writing, editing, and proofreading skills

• Familiarity with The Good Deed Project and the nonprofit segment is a plus

• Bachelor’s degree preferred

Responsibilities

• Work directly with the Executive Director (ED) to support all aspects of her daily work routine.

• Maintain the organization’s overall calendar as well as the ED’s calendar, including scheduling meetings, appointments, speaking engagements, and volunteer days on/off site.

• Serve as a liaison between the ED, TGDP staff, volunteers and the public. This includes receiving and screening and responding to the ED’s phone calls, emails and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.

• Coordinate work with other TGDP staff as needed; play a key role in the coordination of staff efforts both within and outside the department.

• Provide coordination, monitoring, and communication of projects and programs. 

• Assist in PMO activities and processes including project planning, intake, prioritization, initiation, execution, and training; as well as in fostering collaboration within teams and stakeholders.

• Assist the ED in the development of presentations and other documents for internal and external audiences.

• Determine priority of matters of attention for the ED; redirect matters to staff to handle, or handle matters personally, as appropriate.

• Keep the ED advised of time-sensitive and priority issues, ensuring appropriate follow-up.

• Routinely perform a wide variety of support duties.

• Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.

• Compose and prepare letters relating to routine correspondence for the ED’s signature.

• Schedule meetings; assist in the preparation and distribution of meeting agendas and materials.

• Transcribe source material, prepare documents, financial spreadsheets reports, tables and charts; distribute as appropriate.

• Prepare, reconcile, and submit expense reports.

• Maintain paper and electronic filing systems.

• Maintain confidential and sensitive information.

• Attend meetings and take notes of discussion; prepare the initial draft of minutes and summaries.

• Other additional and/or alternative duties as assigned from time to time, including supporting other team members as needed.