Together, we create life-changing wishes for children with critical illnesses. This is our mission at Make-A-Wish America. The Executive Assistant for the COO is a key contributor to the mission by supporting the departments' executives and overall department operations.
Areas of Responsibility:
- Communicates directly and on behalf of COO with CEO, Board members, chapter CEOs, and organization staff.
- Completes a broad variety of administrative tasks including (but not limited to): managing active calendars and effectively coordinating meetings involving internal and external stakeholders; reconciling expense reports; composing, preparing and editing materials and presentations (including PowerPoint). Plans & coordinates travel plans & itineraries.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the VPs, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Acts as project manager and/or collaborates on a variety of special projects.
- Maintains key department documents including contact information lists and ensures that staff milestone recognitions are coordinated
- Responsibility for department meeting setup including rooms, A/V needs, or other special meeting needs. May require pre-read or agenda facilitation and notes-taking for key external or high-visibility meetings.
- Formal Board Committee Support, including:
- Creates meeting calendars, prepares and distributes meeting notifications, and agenda materials, managing all correspondence around meeting execution.
- Writes and distributes minutes and maintains accuracy of committee minutes and attendance records.
Skills/Experience:
- Expert level written and verbal communication skills, including editing and grammatical skills.
- Provides a bridge for smooth communication between the COO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior leadership.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
- Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced environment
- Excellent verbal and written communication skills with strong attention to detail; ability to proofread and edit own work and the work of others.
- Ability to handle sensitive matters and maintain confidentiality is imperative.
- Savvy with technology, with ability to effectively learn and/or navigate key IT systems including Microsoft Office and GoToMeeting/GoToWebinar.
- Possess excellent interpersonal skills and exceptional follow-through, with a strong “can do” attitude.
- Ability to interact with a variety of stakeholders in a positive, proactive and professional manner.
- Ability to troubleshoot a variety of issues, exercising good judgment and critical thinking skills.
- Strong organizational skills; ability to manage multiple projects and requests simultaneously while meeting deadlines and ensuring a quality work product.
- Self-motivated, highly adaptable to change, and able to work in a fast-paced environment. Must be able to maintain composure under pressure.
- Possess the drive and initiative to actively improve internal processes and systems, and to take on new challenges with limited supervision.
- 3-5 years previous experience that has provided the following expertise:
- Adept in technology - skilled with Microsoft Office, managing calendars, Go-To-Meeting, and other administrative operating systems
- Verbal and Written Communication - experience drafting correspondence and presentations for senior leadership, to include sensitively handling confidential information
- Organization and Time Management - effective in prioritizing plans, projects, schedules, events, files, and stakeholders
- Additional Success Factors Include - Strategic Planning, Resourcefulness, Attention to Detail, Anticipate Needs
Compensation/Benefits:
- Competitive compensation with annual incentive potential
- Comprehensive benefit package: Medical, Vision, Dental, Wellness
- *100% employer paid for employee*
- Health and Flexible Spending Account Options
- Short Term Disability, Long Term Disability and Life Insurance
- *100% employer paid for employee*
- 401(k) Retirement Savings Plan
- 15 PTO days, 10 Paid Holidays, 2 Personal Days
- Maternity Leave
- Educational Tuition Assistance
- Employee Awards and Recognition Programs
- Individual and Leadership Development
- Discounts and special offers for theme parks, events, hotels, concerts, and movie tickets
How to Apply:
Job Function:
Organization Info
Listing Stats
Post Date:
Sep 8 2019
Active Until:
Oct 8 2019
Hiring Organization:
Make-A-Wish America
industry:
Nonprofit