Executive Assistant - The Night Ministry

JOB TITLE: Executive Assistant FLSA status: Non-Exempt
Department: Administration (ADM) Reports to: President & CEO
Salary: $63,353 - $69,531.60 ($29-$33 hourly)

Position Summary:

Provide high-level administrative and operations support to the President & CEO to ensure they can efficiently
accomplish key tasks and company initiatives. Screen and manage the President & CEO's communications so that
they can easily access the most important information without having to sort through low-priority items. Manage
relations and communications with Board members, Foundations, and other outside stakeholders. Manage the
executive's daily calendar, including scheduling meetings, confirming appointments, writing itineraries, and arranging
for transportation.

Roles & Responsibilities:

Executive Support
• Completes a wide variety of administrative tasks for the President & 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, and compiling
documents for travel-related meetings.
• Plans, coordinates, and ensures the CEO's schedule is followed and respected. Provides "gatekeeper" and
"gateway" role, creating favorable situations for direct access to the CEO's time and office.
• Communicates directly, and on behalf of the President and CEO, with Board members, donors, Foundation staff,
and others, on matters related to the CEO's programmatic initiatives.
• Researches, prioritizes and follows up on incoming issues and concerns addressed to the President, including
those sensitive or confidential. Determines appropriate course of action, referral, or response.
• Acts as liaison between the President's office and internal departments, demonstrating leadership to maintain
credibility, trust, and support with Executive and Senior Management Staff.
• Works closely and effectively with the CEO to keep them well informed of upcoming commitments and
responsibilities, following up appropriately. Keeps the President informed and updated on issues taking place
within the organization.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of
special projects for the President, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting
acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively
lead the organization.
• Prioritizes conflicting needs, handles matters expeditiously, and proactively, and follows through on projects to
successful completion, often with deadline pressures.
Board Support & Liaison
• Serves as the President's administrative liaison to The Night Ministry's board of directors
• Maintains discretion and confidentiality in relationships with all board members
• Adheres to compliance with applicable rules and regulations in bylaws regarding board and board committee
matters, including advance distribution of materials before meetings in email and/or paper format.
Executive/Senior Management Liaison
• Participates as an adjunct member of the Executive Leadership Team including assisting in scheduling meetings
and attending all meetings.
• Assists in coordinating the agenda of senior management team meetings off-sites, and all-staff meetings
• Facilitates cross-divisional coordination of travel and outreach plans
Communications, Partnerships, & Outreach
• Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and
the organization in general
• Edits and completes first drafts for written communications to external stakeholders
Strategic Initiatives
• Works with the Strategic Leadership team in coordinating the President's outreach activities
• Follows up on contacts made by the President and supports the cultivation of ongoing relationships
• Edits all, and creates acknowledgment letters from the President to donors

Qualifications:

• Strong organizational skills that reflect the 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 written and verbal communication skills
• Demonstrated a proactive approach 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, or equivalent, required
• Five years of 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 PowerPoint), Adobe Acrobat, and Social media web
platform