Executive Assistant to President and CEO of Volunteers of America Southeast Louisiana

Job

Summary

Reporting directly to the President and CEO, the Executive Assistant to President and CEO provides executive support in a one-on-one working relationship. This is a full-scope executive support role. The right candidate understands that supporting a CEO at this level means no task is too small and no need goes unnoticed. From correspondence to a cup of coffee, everything done in service of the CEO's effectiveness is meaningful work. The Executive Assistant to President and CEO serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President and CEO. The Executive Assistant to President and CEO also serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant to President and CEO must be creative and enjoy working within a large, fast-paced, demanding environment that is mission-driven, results-driven and community oriented. The ideal individual will have the ability to maintain confidentiality, exercise good judgment in a variety of situations, possess strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant to President and CEO will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Roles and

Responsibilities

Executive Support:

• Completes a broad variety of administrative tasks for the President and CEO including managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence; viewing, maintaining, and preparing confidential information; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• In partnership with the President and CEO, manages and safeguards the President and CEO’s calendar, ensuring priorities are met and commitments are honored. Serves as a strategic liaison, facilitating effective access to the President and CEO’s time and office while balancing organizational needs.
• Communicates directly, and on behalf of the President and CEO, with Board members, donors, Foundation staff, and others, on matters related to President and CEO's programmatic initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President and CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the President and CEO to ensure timely awareness of upcoming commitments, responsibilities, and required follow-up. Monitors organizational matters and emerging issues, providing proactive updates and context to support informed decision making.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the President and CEO, including initiatives with organizational impact.
• Successfully executes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that enable the President and CEO's ability to effectively lead the company.
• Effectively prioritizes competing demands, addresses matters with urgency and sound judgment, and drives projects through to successful completion, often under tight deadlines
• Any other duties as assigned.

Board Liaison:

• Serves as the President and CEO's administrative liaison to Volunteers of America Southeast

Louisiana’s Board of Directors.

• Supports all board and board committee meetings, drafting agendas, scheduling meetings and taking minutes.
• Attends all board and board committee meetings, records accurate minutes, and distributes finalized minutes within 48 hours.
• Draft board resolutions and consents for matters such as officer appointments, banking authorizations, and financing approvals, ensuring accuracy and compliance with bylaws.
• Assists board members with travel arrangements related to the organization, lodging, and meal planning as needed.
• Maintains discretion and confidentiality in relationships with all board members and staff.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.

Senior Management Liaison:

• Supports the Senior Management Team including assisting in scheduling, attending and taking minutes at all meetings.
• Assists in coordinating the agenda of management team meetings and off-sites, and all staff meetings.
• Facilitates cross-divisional coordination of travel and outreach plans Communications, Partnerships, and Outreach.
• Ensures that the President and CEO's bio is kept updated and responds to requests for materials regarding the President and CEO and the organization in general.
• Edits and completes first drafts for written communications to external stakeholders.

Strategic Initiatives:

• Works with the Strategic Initiatives team in coordinating the President and CEO's outreach activities.
• Follows up on contacts made by the President and CEO and supports the cultivation of ongoing relationships.
• Edits and drafts acknowledgement letters from the President and CEO to donors.

Executive and Personal Office Support:

• Maintaining the President and CEO’s office environment, including plant care and general upkeep, to ensure the space is consistently organized and presentation ready.
• Coordinating the President and CEO’s daily meals and beverages, including placing lunch orders, coffee runs, and making reservations when needed.
• Anticipating the President and CEO’s daily needs before they are expressed, such as restocking supplies, managing small errands, and ensuring nothing falls through the cracks.
• Serving as a calm, proactive presence who handles logistical details so the President and CEO can stay focused on mission critical work.

Qualifications

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
• Exceptional interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Expert level written and verbal communication skills, including excellent writing, editing, grammar, research, and document- management capabilities.
• Proactive problem-solver with sound judgment, strong decision-making skills, and the ability to identify needs and recommend practical solutions.
• High level of emotional intelligence, professionalism, maturity, and composure.
• Highly resourceful team-player, with the ability to also be extremely effective independently.
• Proven ability to handle confidential information with discretion; adapt to various competing demands, and deliver responsive, high-quality service to internal and external stakeholders.
• Demonstrated ability to achieve high-performance goals and meet deadlines in a fast-paced, changing environment.
• Forward-thinking mindset with a consistent ability to anticipate needs, identify opportunities, and recommend solutions.
• Values executive support as a critical professional function and approaches all responsibilities with professionalism, respect, and a service-oriented mindset.
• Prior experience supporting a senior executive, with the flexibility and adaptability to thrive in a fast-paced role where priorities and responsibilities may change daily.

Education and Experience Requirements

• Five or more years of experience supporting C-Level Executives.
• Experience liaising with a board, such as attending board meetings, taking minutes, and drafting board resolutions.
• Experience and interest in internal and external communications, partnership development, and fundraising.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Zoom, Adobe Acrobat, and Social Media web platforms. Ability to learn new software such as Doodle Polls and Board portals.
• Bachelor’s degree or equivalent experience.
• Excellent management, time-management, and problem-solving skills.

Working Conditions:

• Due to the confidentiality of the work, the functions of this position should be performed in an onsite, private office location.
• Occasional travel may be involved.

WORKING CONDITIONS

The work environment characteristics and physical demands described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Works in normal office environment interacting with staff, candidates, and outside vendors. May be subjected to multiple interruptions throughout the workday.
• While performing the duties of this job the employee is frequently required to sit, stand, walk, use hands to finger, handle, or feel and talk or hear, or carry light training materials and/or equipment.
• The employee is occasionally required to lift up to 25 pounds when preparing/transferring training materials and equipment.
• Visual acuity necessary to operate computers, audiovisual and other digital equipment

DISCLAIMER STATEMENT

The above is intended to describe content of and requirements of the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. VOASELA, Inc. reserves the right to change, add or delete at any time from this job description to meet the needs of the organization.

Our Commitment to Diversity, Equity, Inclusion & Belonging

Nonprofit HR is committed to fostering and maintaining a work environment where diversity, equity, and inclusion (DEI) are fully integrated into everything we do for the benefit of our employees and the clients that we serve. To fully realize our goal, we prioritize our understanding of the complexities of DEI within our workforce to inform our approach to talent management. We believe that this guides how we do our work, advise our clients to operationalize DEI and position our content and educational opportunities help strengthen the talent management capacity of the social impact sector.

Continue reading our about our commitment at nonprofithr.com/deinow.