The Executive Assistant (EA) to the President and CEO is an energetic professional who has a high level of organizational skills, is detail orientated, and has a can-do attitude. Important to this role is a commitment to excellence in every function and responsibility. The EA supports the President and CEO to help Challenger Center continue meeting its mission through proactive management of the Office of the President and CEO. In this role, the EA ensures the President and CEO’s activities with the Board of Directors, partners and other internal and external stakeholders are completed successfully. They are also responsible for assisting with duties with the Senior Leadership team (executives reporting to the President and CEO) and other departments including development, communications, center relations, finance, education, and human resources that are key to the success of the organization and the office of the President and CEO.
Description of Duties
Responsibilities include (but are not limited to):
- Serve to ensure the priorities of the office of the President and CEO are met through close collaboration with the President and CEO.
- Regularly handle highly sensitive material and information with discretion and confidentiality.
- Prioritize and manage multiple projects simultaneously and in a timely manner.
- Represent the office of the President and CEO and Challenger Center including interaction with both internal and external executives and assistants, board members, and other current and potential key stakeholders to coordinate a variety of executive meetings.
- Proactively manage the President and CEO’s calendar and scheduling, including meetings and travel, with an understanding of the current priorities. Support the Senior Leadership team and Board of Directors with calendars, as needed.
- Screen President and CEO’s phone, mail, and emails to manage incoming communications ensuring timely attention to requests and needs.
- Provide the administration necessary to support a successfully functioning board of directors, including:
- Serve as Secretary of the Board of Directors as defined by the Bylaws, including attending meetings, taking and distributing minutes, managing meeting invitations, and other duties as needed.
- Communicate all critical meeting information, event details, and news.
- Plan logistics for meetings, including securing locations and catering.
- Track action items and ensure they are completed or closed in a timely manner.
- Create agendas, take minutes, and prepare President & CEO for regular meetings with the Chair of the Board.
- Ensure Board documents, processes, and procedures are followed and updated.
- Coordinate and support planning of special events, including employee events and meetings.
- Assist Human Resources in onboarding of new staff as needed.
- Manage expense reports and reimbursement for the President and CEO to accounting.
- Create and manage annual budgets for the Office of the President, Operations and the Board of Directors.
- Manage day-to-day office operations, including liaising with building management, maintaining office supplies, answering phones, screening general emails, receiving and distributing mail.
Knowledge, Skills, and Abilities
- Knowledge of the overall vision and mission of Challenger Center.
- Experience handling a wide range of administrative and executive support-related tasks and able to work independently with little or no supervision.
- Ability to interact with staff and board members sometimes under pressure, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality.
- Ability to appropriately represent the stature and gravity of the Office of the President and CEO.
- Well organized, flexible and prepared for the challenges of supporting a small office.
- Experience producing accurate minutes of meetings in a timely manner is a must.
- Expert-level communication skills and attention to detail are important.
- Proficiency with Microsoft Office Suite and document control software or approaches are essential.
- Bachelor’s degree required.
- Five years equivalent experience preferred.
Level-Specific Competencies (Specialist/Associate)
- Written Communications
- Business Ethics
- Continuous Learning