Executive Assistant

Responsibilities

• Strategically manage an extremely active calendar of appointments.
• Plan, coordinate and ensure the CEO’s schedule is followed and respected.
• Use appropriate professional judgment to keep CEO abreast of any changes, issues, or concerns that may impact daily activities and/or schedule.
• Exercise considerable judgment and discretion in handling requests for appointments.
• Arranging travel plans, itineraries, and agendas.
• Drafting first-pass communications on behalf of CEO: emails, notes, letters, briefings, talking points.
• Sending emails on behalf of CEO.
• Collaborate across departments on behalf of the CEO and Executive Leadership Team, with a key focus on the Development and Marketing & Communications teams.
• Communicate directly, and on behalf of the CEO, with board members, donors, partner organizations, and others.
• Demonstrates a high level of professionalism in dealing with confidential and sensitive issues.
• May assist other executive leadership team members with ad hoc projects and reports.
• Maintain accurate contacts for the CEO.
• Coordinating conference calls and virtual, video meetings with internal and external groups, including organizing the dial-in and logon information.
• Supports virtual and off-site board meetings: scheduling, planning, managing travel, etc.
• Supports onsite visits for CEO: scheduling, reserving conference rooms, logistics, and refreshments.
• Organizes the details of various 1-2 day team meetings.
• Tracking business expenditures and documentation; accurately completing expense reports in a timely manner.
• Placing orders, as requested (eg. ordering gifts or flowers).

Skillset

• Bachelor’s degree preferred and a minimum of four years’ work experience with C-suite or Executive Level leadership.
• Effectively sets personal priorities based on knowledge/understanding of the supported leader’s priorities.
• Displays a high degree of maturity, integrity, creativity, and strict confidentiality.
• Exceptional organizational skills; attention to detail.
• Good judgment with the ability to make timely and sound decisions.
• High degree of responsiveness; providing quick replies to email and phone requests.
• Able to manage complex projects simultaneously with accurate and timely execution.
• Exemplary written and verbal communication skills.
• Ability to effectively interact with diverse individuals at all organizational levels.
• Resourceful with excellent problem solving and strategic thinking abilities.
• Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
• Comfort and interest in using technology for efficiency; proficient with Google Suite, Zoom, Slack.
• Strong customer service orientation and interpersonal skills; tact and diplomacy.
• Motivated by an entrepreneurial, highly-collaborative team environment, with a desire to contribute to a growing organization.
• Alignment with Girls Who Code’s mission and the values of diversity, equity, and inclusion.