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College Bound Dorchester

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Executive Assistant
Job#: 178655
Positions: 1
Posted: 03/21/2013
Job Type: Full Time
Location: Samoset/Dorchester Place
Department: Administration: Development
Category: Executive Assistant
Contact: Mark Culliton
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Job Description

 

POSITION OVERVIEW

The Executive Assistant will handle a wide range of responsibilities to support the work of the CEO of College Bound Dorchester.  This person must be able to work independently and be exceedingly well organized, flexible, resourceful and efficient.  This person will be interacting with key constituents at all levels, including Board members, donors, and program directors, making the ability to interact with a high level of professionalism and confidentiality crucial. Strong written and verbal communication skills, strong decision making ability and attention to detail are equally important.

ESSENTIAL FUNCTIONS

Calendar Management

  • Coordinate CEO time, including managing calendar for both internal and external events/meetings;
  • Manage CEO to support preparation and review of reports, presentation materials and other documents including agendas, meeting minutes, and others to ensure maximum effectiveness.
  • Leverage CEO time effectively, e.g. screen/prioritize appointment requests to assist CEO in managing time effectively; arrange amenities for meetings as necessary;
  • Work closely with the Director of Development, schedule and manage site visits.

Communication

  • Serve oftentimes as the first face of the organization with a broad range of constituents from board members, to politicians to community members and students;
  • Communicate, on behalf of the CEO, to Board of Directors, funders and staff and serve as first line of communication for CEO;
  • Write, edit and manage CEO correspondence where necessary and in close consultation with CEO;
  • Manage and ensure follow-up communication (thank you notes, reminders, etc) with board, funders and others;
  • Assist senior team with internal communication of organizational wide issues;
  • Prepare correspondence and other materials for CEO, including thank you letters, emails, etc.

Senior Management Team Support

  • Schedule, prep and attend CEO and management meetings, providing administrative support through note taking, follow-up, etc;
  • Prepare agenda and coordinate meetings for Admin and Senior Management meetings;
  • Support management for all staff retreats, staff celebrations and other organization wide efforts;
  • Communicate on behalf of the CEO, to Board of Directors, funders and staff and serve as first line of communication for CEO.

DevelopmentSupport

  • Manage CEO to-do list in Salesforce (daily review of open items, inserting follow up items, etc);
  • Update CEO contact information and tasks;
  • Enter receipts and checks into system; draft acknowledgement letters;
  • Coordinate with finance department to ensure uniform information;
  • Assist in planning fundraising and friendraising events;
  • Support annual fund campaigns, managing all aspects of the mail process.

General/Other

  • Assist other departments with administrative functions as CEO recommends;
  • Prioritize and managemultiple projects simultaneously, and follow through on issues in a timely manner;
  • Participate in relevant required trainings and seek out training opportunities that support professional development outlined in the Individualized Professional Development Plan;
  • Adhere to all protocols and norms for communication and professional conduct, e.g. Email and Phone Communication Protocol, Communication Norms;
  • Fulfill all outlined and related functions in a professional, timely, and thorough manner;
  • Complete other duties related to this position as assigned by your direct supervisor.
Skills/Requirements

Education:   Bachelor degree or higher

Experience, Knowledge and Skills:

  • 2+ year experience supporting at the executive level;
  • Experience in and desire to work in a mission driven organization undergoing organization change and growth;
  • Evidence of effectiveness in “managing up” by making others more effective;
  • Detailed planner with the ability to structure large and multifaceted workload in a manageable manner;
  • Great communicator with whom a variety of people feel comfortable and relate;
  • Quick learner able to get up to speed on new issues fast and move forward with them;
  • Confident worker who is willing to roll up their sleeves to get all tasks done;
  • Great personality who is always positive even under extreme pressure
  • Excellent calendar management skills;
  • Experience with MS Office, including Word, Excel, PowerPoint and Outlook;
  • Exemplary written and verbal communication skills;
  • Strong interpersonal skills, ability to work on a team and a high degree of confidentiality;
  • Highly organized and motivated, with the ability to multi-task, prioritize and meet tight deadlines;
  • Knowledge of Salesforce is a plus.
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