Executive Assistant

Job Description

Job Description

Position Overview

Reporting to the Executive Director, the Executive Assistant is responsible for providing comprehensive support to the Executive Director, including overseeing all aspects of the monthly board meetings for our program. This position ensures the seamless execution of board meetings from the initial planning stages to the conclusion of the meetings. Additionally, the Executive Assistant will handle communication for the Executive Director, manage the Executive Director's calendar, and assist with various administrative tasks. This role requires excellent communication skills, high attention to detail, and a strong commitment to confidentiality. The ideal candidate will have 5-7 years of experience as an executive assistant to a senior executive or president. This position is Exempt under the Fair Labor Standards Act (FLSA).

Duties and Responsibilities:

• Coordinate and manage all aspects of monthly board meetings, including planning, execution, and follow-up.

• Correspond with board members and the Executive Director to schedule meetings and ensure all participants are informed and prepared.

• Gather, draft, and print materials for board packets, ensuring accuracy and completeness.

• Order catering for meetings and track monthly spending.

• Reserve secure meeting spaces that ensure all standards are met.

• Maintain a high level of confidentiality in all communications and document handling.

• Develop and maintain effective relationships with board members and the Executive Director.

• Handle communication for the Executive Director.

• Assist with special projects and other duties as assigned.

Qualifications:

• Excellent communication and interpersonal skills.

• High attention to detail and strong organizational skills.

• Ability to manage multiple tasks and priorities effectively.

• Strong commitment to confidentiality and discretion.

• Ability to work independently and as part of a team.

• Proficiency in Microsoft Office Suite and other relevant software.

• Proficiency in Asana and Slack, or other project management software.

• Excellent writing and detailed notetaking.

Education & Experience:

• 5-7+ years of experience as an executive assistant to a senior executive or president.

• Experience in coordinating and managing high-level meetings and events preferred.

• Bachelor’s degree preferred but not required.

Virginia Birth Injury is an Equal Opportunity Employer. Virgnia Birth Injury does not discriminate in hiring or employment practices based on race, color, religion, gender, age, sexual orientation, marital or family status, national origin, non-job-related disability, or status as a veteran.   

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