ABOUT THIS POSITION
Project Compassion NFP is seeking to add an Executive Assistant (EA) to our growing team! Successful candidates for this role have knowledge of the Not-for-Profit industry and professional experience supporting C-Suite Executives. This individual will be able to complete high priority projects while managing the nuances and complexities that come along with a busy Not For Profit organization.
The Executive Assistant (EA) will support our Executive Director and serve as a liaison to Project Compassion NFP’s Board of Directors. They will ensure that the details of each day are coordinated between team members and stakeholders. This role is important to the functioning of Project Compassion NFP and the objectives required are to assist with the smooth running of the overall business operations. The Executive Assistant must also be passionate about the mission of Project Compassion NFP, which is to enhance the lives of low-income and homeless youth and young adults in the community through education, compassion, and empowerment.
Executive Support
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Open the Project Compassion office at 8:30am Monday - Thursday each week.
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Maintain the calendar of the Executive Director including appointments, meetings, and travel. Know and understand all key dates, commitments and complexities of the Executive Director’s schedule, time-blocking accordingly.
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Monitor and respond to communication coming into the Executive Director’s office, including phone calls, email, and snail mail. Facilitate open dialogue between the Executive Director and internal departments that promotes leadership, trust, and support of senior management staff.
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Organize internal and external meetings on behalf of the Executive Director, confirming locations, setting meeting reminders, drafting, and circulating meeting agendas, preparing, and distributing minutes.
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Schedule travel and travel logistics including flights, hotel, car rental, and any other necessary accommodations. Coordinate meeting schedule and compiling documents for travel related meetings and completing expenses upon return.
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Maintain office supplies by checking stock to determine inventory levels, anticipating requirements, placing or picking up supply orders; verifying receipt and placing items in their appropriate place upon arrival.
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Create and/or update acknowledgement letters, bios, personal correspondence, and other documents that aide the Executive Director’s ability to effectively lead the company.
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Research and follow up on issues raised by the Executive Director, including those sensitive and/or confidential in nature. Determine the appropriate course of action, response, or referral to appropriate department/team member.
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Prioritize conflicting needs, handling matters expeditiously and proactively. Following through on projects until successful completion, sometimes with the looming pressure of deadlines.
Board Support and Liaison
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Serve as the Executive Director’s administrative liaison to Project Compassion’s Board of Directors. Communicate directly on behalf of the Executive Director, with Board members, donors and others on matters related to program initiatives.
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Gather department reports, assemble board packets, and assist with documentation preparation, meal planning and ordering as needed. Create agendas and minutes for board meetings.
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Comply with rules and regulations set in the bylaws regarding the board and board committee matters, including advance distribution of materials before meetings in electronic and paper format.
YOU’RE PERFECT FOR PROJECT COMPASSION IF:
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You have previous experience working in Not-For-Profit Organizations.
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You enjoy working in an environment that is mission conscious, driven by results and community oriented.
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Your organizational skills reflect your ability to prioritize and perform multiple tasks seamlessly with sharp attention to detail.
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You have exemplary interpersonal skills and the propensity to build relationships with stakeholders, including staff, board members, external partners, and donors.
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You are an effective communicator – proactive in outreach, professional in delivery.
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You are a self-starter, eager to take initiative and anticipate needs.
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You have a natural sense of urgency. When issues arise, you are the first to tackle them.
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You exude a high level of professionalism and emotional maturity.
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You are a team player who can also be effective independently.
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You can handle confidential information with discretion.
Project Compassion NFP does not discriminate in employment opportunities or practices on the basis of race, color, sex, national origin, age, disability, or any other characteristic protected by law as it applies to Not For Profit Organizations.