Executive Office Coordinator and Events Specialist

Overview
The Executive Assistant and Board Liaison is an in-office role that is responsible for assisting the President with external and internal communications and office administration, as well as serving as the liaison for internal and external events. This role is essential in ensuring that all administrative functions run smoothly and efficiently. The ideal candidate will possess strong leadership skills, exceptional organizational abilities, and a keen understanding of office management practices. You will be responsible for managing office resources, supporting team members, and ensuring a productive work environment.

Duties

Executive Assistant: 40%

• Manages the President’s emails and calendar; schedules meetings for the President (with staff, board members, donors, and members); prioritizes the most sensitive matters.
• Act as a primary point of contact for internal and external inquiries, exercising discretion and judgment in responding or routing to appropriate individuals.
• Maintain highly confidential information with the utmost integrity and professionalism.

· Makes travel arrangements for the President.

• Serves as the liaison for the with the press and media outlets
• Serves as the primary contact for the Board of Directors, and serves as the intermediary for all constituents and the President’s office.
• Help maintain positive relationships with key stakeholders through proactive communication and engagement.
• Drafts communications from the President and other staff when assigned, including a formal communication from the President’s is office to the Foundation’s constituents on a regular basis.
• Provides administrative assistance, such as writing and editing emails, drafting acknowledgements and other letters, and preparing other communications as assigned on the President’s behalf.
• Maintains accurate and organized records. Enters and monitors data on the President’s behalf to the Foundation’s database, Altru, including prospect plans, interactions, supporting documents, etc.
• Prepares reports by collecting and analyzing information.
• Independently lead and manage a variety of special projects as assigned by the President, often involving cross-functional teams and external partners.
• Conduct research and gather data to support strategic decision-making and the development of new initiatives.
• Contribute to the development and implementation of the Executive Office's annual work plan and budget.
• Oversee the efficient functioning of the Executive Office, ensuring necessary supplies and resources are available.

Board of Directors Liaison Responsibilities

• Works closely with the Board of Directors’ Board Chair and committee chairs to develop and distribute agendas and other materials for committee meetings and full board meetings.
• Takes and distributes minutes for committee and full board meetings.
• Manages Board materials in BoardEffect and Altru.
• Runs Board and committee meeting logistics (hybrid, virtual, and in person).
• Facilitates orientation of new board members with the designee(s) from the Board’s Governance Committee, including distributing materials, facilitating orientation, and scheduling.
• Answers phone calls in a professional manner and manages the general email inbox.
• Other duties as assigned.

Staff Wide Administration: 20%

• Organizes internal Foundation meetings, including scheduling, sending reminders, and organizing catering when necessary.
• Facilitate bi-weekly staff meetings and agenda; plans and executes all staff events, such as retreats, holiday parties, professional growth opportunities, and socials.
• Point person for onboarding new staff, facilitating new hire orientation with Foundation HR and Foundation President or
• Maintain Foundation staff’s organizational information, including emergency contacts, internal phone lists, and holidays, communicating changes with Free Library Foundation HR.
• Acts as a point person for Foundation HR by maintaining organizational information such as emergency contacts, internal phone lists, holidays, and other operational information, while consistently communicating any changes with Foundation HR.
• Processing purchase orders and managing credit card reconciliation for President and staff leadership

All other duties as assigned.

Qualifications

• Bachelor’s degree preferred.
• Five (5) or more years in an executive support role.
• Experience in special events, fundraising, income generation, or related business development activities in a non-profit environment.
• Familiarity with non-profit organizations and their best practices.
• Experience or familiarity with Google Enterprise, Microsoft Outlook, Zoom, Basecamp, Canva, and CRM tools/Blackbaud databases, specifically Altru and Luminate a plus.
• Must be available to work occasionally work nights and on weekends as needed.

Skills and Competencies

• Ability to initiate or expand mission related, revenue generating commercial activities to increase the Foundation’s earned income capacity.
• Exceptional customer service and professionalism, serving as the front-facing role representing the executive office and Development office.
• Excellent interpersonal and relationship-building skills; strong emphasis on teamwork and collaboration.
• Demonstrated ability to manage multiple projects efficiently while prioritizing urgent and high-impact tasks.
• Ability to independently prioritize tasks, meet objectives, and consistently meet deadlines.
• Flexible and adaptive to effectively manage changing priorities and new opportunities.
• Excellent computer skills, and familiarity with Microsoft Suite including MS Word and MS Excel.

Physical Demands

• Sitting for at least period of at least four to six hours.
• Occasional lifting up to approximately 50lbs.
• Looking at a digital / computer screen approximately eight hours per day

If you are an enthusiastic professional looking to contribute to a dynamic team while enhancing your career in office management, we encourage you to apply for this exciting opportunity.

Job Type: Full-time

Benefits:

• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Application Question(s):

• What are your salary expectations?
• Are you willing to work on-site Monday through Friday?
• Share with us why you are interested in this role? Provide an example of your experience supporting executive leadership with a board.

Work Location: In person