Executive Assistant

Job Description

SUMMARY:

Call to Freedom is committed to identifying and responding to the needs of individuals at-risk of human trafficking and sexual exploitation and those working to transition out of human trafficking. Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Executive Director. The Executive Assistant also serves as a liaison to the board of directors, advisory boards, and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

REQUIRED EDUCATION AND/OR EXPERIENCE:

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• Expert level written and verbal communication skills.
• Demonstrated proactive approaches to problem-solving with strong decision-making capability.
• Emotional maturity.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• 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.
• Forward looking thinker, who actively seeks opportunities and proposes solutions.
• Bachelor's degree preferred or equivalent of 4 years or more of experience.
• Experience supporting C-Level Executives, preferably in a non-profit organization.
• Experience and interest in internal and external communications, partnership development, and fundraising.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

CERTIFICATION, LICENSURE AND/OR REGISTRATIONS:

• The ability to obtain and retain a valid driver’s license and motor vehicle insurance.

ESSENTIAL FUNCTIONS AND JOB DUTIES:

Executive Support

• Completes a broad variety of administrative tasks for the Executive Director including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential.
• Arrange rental cars, hotel and other travel plans, itineraries, and agendas; and compile documents for travel-related meetings for all CTF staff.
• Plans, coordinates, and ensures the Executive Director’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role.
• Communicates directly, and on behalf of the Executive Director, with Board members, donors, Foundation staff, and others, on matters related to the Executive Director’s programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the Executive Director's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the Executive Director to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
• Manages a variety of special projects for the Executive Director, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive Director's ability to effectively lead the company.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Maintain donor CRM database.
• Track and enter all pledges and donations (in kind and monetary) in the donor database.
• Acknowledge all donations as appropriate.
• Assist Development Team with all needs in order to develop donor and constituent relations most effectively.

Board Support and Liaison

• Schedules and attends all board meetings, responsible for keeping meeting minutes.
• Works with Finance to reconcile online donations.
• Sends out advance distribution of materials before meetings in electronic/paper format. Obtains meeting signatures and keeps accurate records of meetings per auditing requirements.
• Maintains discretion and confidentiality in relationships with all board members.
• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings.
• Ensures that the Executive Directors bio is kept updated and responds to requests for materials regarding the Executive Director and the organization in general.
• Edits and completes first drafts for written communications to external stakeholders.
• Orders and sources all supplies including but not limited to office supplies, OT supplies, and furniture and equipment.

Strategic Initiatives

• Works with the Strategic Initiatives team in coordinating the Executive Director's outreach activities.
• Follows up on contacts made by the Executive Director and supports the cultivation of ongoing relationships.