Position Summary

Provide sophisticated calendar management for a VP. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements. 

• Act as a liaison. Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary. Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters. 

• Complete a broad variety of administrative tasks that facilitate the VP’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports. 

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the VP, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response.

• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed. 

• Provide "gatekeeper" and "gateway" role, providing a bridge for smooth communication between the VP and staff, demonstrating leadership to maintain credibility, trust, and support with the Executive Team. Complete projects by assigning work to appropriate staff, including the Executive Team, on behalf of the VP.

• Work with the Executive Team to coordinate the VPs outreach activities. Follow up on contacts made by the VP to cultivate ongoing relationships. 

• Manage all aspects of organization’s office services. Evaluate and assist in developing office policies and procedures for improved work flow and anticipate future needs as organization grows. Assist in the selection of vendors and purchase equipment, services, and supplies necessary for operation of organization. 

• Provide event management support as requested. 

• Answer main phone line and respond to inquiries. 

• Process and distribute daily mail. 

• Invest in building long-lasting relationships both externally and internally. 

• Other projects/duties as assigned for the overall benefit of the organization. 

Knowledge, Skills and Abilities

Education

• Bachelors degree or Masters degree.

Significant executive support experience, including supporting C-level executives. Nonprofit board experience is highly-preferred. 

• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials. 

• Technical proficiency and problem-solving skills related to: IT infrastructure; IT support and troubleshooting; and cloud-based environments (web-based applications). 

• Strong verbal and written communication skills. 

• Exceptional organizational skills and impeccable attention to detail. 

• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners. 

• Make appropriate, informed decisions regarding priorities and available time. 

• Ability to complete a high volume of tasks and projects with little or no guidance. 

• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround. 

• Able to maintain a high level of integrity and discretion in handling confidential information. 

Knowledge and skills (general and technical)

• Excellent Communication skills 
• Must process problem solving, planning, and analytical skills to drive continuous improvements 

• Flexibility in working hours and handling escalation and pressure situations
• Excellent inter-personal skills with the ability to coordinate cross functionally