Job Posting: Executive Assistant
Think of Us believes that merely surviving to adulthood is not enough. Youth deserve the opportunity to become what they aspire to be. Our goal is for foster youth to successfully transition into a prosperous adulthood. We are developing a web and mobile life-coaching platform that helps foster youth navigate their transition to adulthood. The platform ensures youth are aware of the steps they have to take to navigate the foster-care system and that they are prepared to live independently.
Reporting directly to the CEO, the 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 CEO. The Executive Assistant also serves as a liaison to the board of directors and senior management teams.
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. As a startup we are always changing gears, with shifting projects and priorities every week. Candidates must be self-motivated, organized, problem-solvers, and flexible with a tolerance for ambiguity.
- Completes a broad variety of administrative tasks for the CEO including:
● Managing an extremely active calendar of appointments;
● Completing expense reports;
● Composing and preparing correspondence that is sometimes confidential;
● Arranging complex and detailed travel plans, itineraries, and agendas as well as compiling documents for travel-related meetings.
- Plans, coordinates and ensures the CEO's schedule is followed and respected. Provides
"gatekeeper" and "gateway" role, for direct access to the CEO's time and office.
- On behalf of the CEO, coordinate all internal and external meeting requests, resolve scheduling conflicts, and generally ensure that the CEO has smooth and error-free schedule at all times
- Communicates directly, and on behalf of the CEO, with Board members, donors, Foundation staff, and others, on matters related to CEO's programmatic initiatives.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the
CEO, including those of a sensitive or confidential nature. Determines appropriate course of
action, referral, or response.
- Works closely and effectively with the CEO to keep him/her well informed of upcoming
commitments and responsibilities, following up appropriately. Acts as a "barometer," having a
sense for the issues taking place in the environment and keeping the executive team updated.
- Provides leadership to build relationships crucial to the success of the organization, and
manages a variety of special projects for the executive team.
- Successfully completes critical aspects of deliverables with a hands-on approach, including
drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the
CEO'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.
- Takes detailed notes on all calls with the CEO and updates necessary parties on resulting deliverables and due dates.
Board Support and Liaison
- Serves as the administrative liaison to Think of Us Board of Directors
- Maintains discretion and confidentiality in relationships with all board members
- Adhere to compliance with applicable rules and regulations set in bylaws regarding board and
board committee matters, including advance distribution of materials before meetings in
- Takes official minutes during all Board of Directors meetings
- Maintains Board of Directors website portal, Board Directory, and Bios
- Ability to create and enforce organization systems
- Must be comfortable with and capable of managing up
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail; tolerance for ambiguity is a must
- Very 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 goals and meet deadlines in a fast-paced environment
- Forward thinker, who actively seeks opportunities and proposes solutions
- Willingness to travel domestically as much as 10% of the time
Education and Experience Requirements
- Strong work tenure: preference to those with experience supporting C-Level Executives, preferably in a non-profit organization
- Experience and interest in internal and external communications, partnership development, and fundraising is a plus
- Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
Physical Demands/Workplace Environment
The work is performed primarily in an office setting. The office setting for this position is located in Richmond, VA. Must be able to lift at least 35lb.
Please apply by sending your resume and cover letter plus salary requirements to email@example.com. In the subject line please include the job title you are applying for.