Reporting directly to the President and CEO, the Executive Assistant provides executive level administrative support for the President & CEO. The Executive Assistant serves as the point of contact internal and external constituencies and a liaison to the senior management teams; organizes and coordinates executive outreach and external relations efforts; and supports special projects for the Office of the CEO department. The Executive Assistant will have direct access to the CEO to coordinate these efforts.
This is a full-time position based in the Association’s headquarters in Rosslyn, VA. When necessary, this position may involve travel on Association business.
Principal Duties And Responsibilities
Core duties and responsibilities include the following. Other duties may be assigned.
- Plans, coordinates and ensures the President and CEO’s schedule is followed and respected. Serves a gatekeeper to the calendar of the President and CEO in coordination with the Vice President, Office of the CEO and the Associate Director, Conference & Travel Planning.
- Communicates directly, and on behalf of the President and CEO, with Board members, staff across the Association, donors, and others, coordinating with the Vice President of the Office of the CEO when necessary.
- Works closely and effectively with the President and CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a barometer, working with the Vice President, Office of the CEO on issues taking place in the environment to keep the President and CEO updated.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature in a timely manner. Determines appropriate course of action, referral, or response.
- Completes a broad variety of administrative tasks for the President and CEO including but not limited to: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential and personal; supporting the arrangement of complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Works closely with the Associate Director, Conference & Travel Planning to develop itineraries, travel arrangements and complete expense reports, while ensuring the President and CEO is engaged in the final review and approval of all travel itineraries.
- Provides a bridge for smooth communication between the President and CEO’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
- Supports meetings, conferences and special projects for the Office of the CEO department as needed.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President and CEO’s ability to effectively lead the organization.
- Maintains discretion and confidentiality in relationships with all board members
- Ensures that the President and CEO’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 stake holders.
- Manages and follows up on contacts made by the President and CEO and supports the cultivation of ongoing relationship.
- When required, serves as recorder and prepares minutes for meetings.
- Assist with the development of presentations and graphical presentations.
- Bachelor’s degree required or the equivalent combination of education and work experience.
- Five to seven 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 Power Point), and Adobe Acrobat.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
- Very strong 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
- Demonstrated proactive approaches 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
- Ability to travel on Association business when required.
The ALS Association is an Equal Opportunity Employer – M/F/Veteran/Disability/Sexual Orientation/Gender Identity