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Executive Support Coordinator
2 months ago
Job Summary:
The role of an Executive Assistant (EA) is intended to bolster the effectiveness of the Executive Director (ED) by managing administrative tasks, facilitating communication, and acting as a strategic gatekeeper. This position ensures the ED's efforts are concentrated on critical leadership and organizational priorities, thereby contributing to the overall success and efficiency of the organization.
Key Responsibilities:
Administration:
- Optimize administrative procedures to ensure seamless day-to-day operations.
- Analyze documents and prepare executive summaries to inform decision-making.
- Manage confidential records and files with discretion and attention to detail.
Meeting Coordination:
- Prepare for meetings, including scheduling and booking venues, to ensure a smooth and productive experience.
- Ensure the ED is prepared with necessary documents and agendas to stay on track.
- Take and distribute meeting minutes, and follow up on action items to maintain accountability.
Research and Documentation:
- Conduct research and compile data for the ED to inform strategic decisions.
- Create detailed reports and presentations to communicate findings and recommendations.
Stakeholder Engagement:
- Manage relations with internal teams, external partners, and key stakeholders to foster strong relationships and communication.
- Ensure clear communication between all parties to avoid misunderstandings and miscommunications.
- Represent the ED in meetings and events as needed to maintain a positive and professional image.
Schedule Management:
- Manage the ED's calendar and prioritize engagements to ensure timely and effective use of time.
- Coordinate travel arrangements to ensure smooth and efficient travel.
Front Desk Reception:
- Greet visitors and manage incoming calls and correspondence to provide a professional and welcoming experience.
- Maintain a professional reception area to reflect the organization's image.
- Assist with general office duties to support the team and ensure a smooth operation.
Qualifications:
- A bachelor's degree or equivalent professional experience in fields such as Office Administration, Business Administration, Communication, Management, or Public Administration.
- Experience in an executive support role with strong organizational and time management skills.
- Proficiency in office software and digital tools to ensure efficient and effective use of technology.
- Alignment with North End Community Renewal Corporation's mission and an understanding of the non-profit sector.
- Strong interpersonal skills and the ability to build relationships with diverse stakeholders.
- Problem-solving abilities and adaptability to changing priorities.
