Executive Assistant

The Executive Assistant is responsible for providing comprehensive support to the Executive Director, and managing the organization’s office operations, including special projects. This position requires the ability to anticipate needs, think critically and offer solutions to problems with a high level of professionalism and confidentiality.

**Executive Support**:

- Provide calendar management for the Executive Director. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements.
- Complete a broad variety of administrative tasks that facilitate the Executive Director’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
- Communicate directly, and on behalf of the ED, with Board members, donors and others on matters related to program and project initiatives.
- Work closely with the ED to keep them well informed of upcoming commitments and responsibilities.

**Board Support**:

- Act as a liaison to the Board of Directors.
- Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile and distribute presentation materials; and record meeting minutes on behalf of Board Secretary.

**Administrative Support**:

- Professionally greet visitors who arrive at the Alzheimer Society office.
- Support the organization’s leadership/team members to schedule, organize and execute team and committee meetings, taking minutes as required.
- Assist in the selection of vendors and purchase equipment, services and supplies necessary for operation of organization.
- Provide event management support as requested.
- Managing office equipment and ordering and maintaining an inventory of supplies
- Keep accurate records of office procedures

**Other**:

- Perform other duties consistent with the job classification, as required

**Education**:

- Community College Diploma in Office Administration required

**Experience**:

- Experience supporting C-Level Executives, preferably in a non-profit organization

**Other Knowledge, Skills, Abilities or Certifications**:

- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly and with excellent attention to detail.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, funders, community leaders, external partners and donors.
- Expert level written and verbal communication skills.
- Demonstrated proactive approaches to problem solving with strong decision-making capability.
- Highly resourceful with the ability to work independently or as part of a team.
- 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.
- Proficient in Microsoft Office (Outlook, Word, Excel and Power Point), Adobe Acrobat and Social Media platforms.

**Travel Requirements**:

- Some travel, typically within city limits, is required to carry out the functions of this position. Valid driver’s license and access to a dependable vehicle are required.

**Physical Demands**:

- Performance of general office duties
- Some lifting and transferring of office supplies (restocking office items)
- Significant periods sitting at the computer, but with the opportunity to move away from the work station
- Sensory attention is required for the majority of the work day (looking at computer screen, reading documents, etc.)

**The above statements are intended to describe the general nature and level of work being performed by most people assigned to this job. They are not intended to be an exhaustive list of all duties, responsibilities and requirements.**

**Job Types**: Full-time, Permanent

Pay: $45,000.00-$48,000.00 per year

Schedule:

- Monday to Friday

Work Location: In person

Application deadline: 2025-05-09