Executive Assistant

Hiring Pay Range: $68,000-$70,000

Position Description: The Executive Assistant provides executive support in a one-on-one working relationship with UMOM's CEO. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Executive Assistant 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 must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community oriented.

The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, technological abilities, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant 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. The preferred candidate for this role will have the ability to work in a fast-paced environment that is constantly evolving. The candidate will demonstrate independence, initiative, tenacity, and resilience in addition to possessing situational awareness, having the ability to command and lead as well as follow as necessary.

Essential Duties and Responsibilities:

• Acts as the point of contact between CEO with team members, clients, and external stakeholders and partners.
• Manages the CEO's calendar and sets up meetings on their behalf.
• Ensures that the CEO adheres to all calendared commitments and is responsible for preparing the CEO for all meetings including both internal and external stakeholders, including but not limited to, preparing dossiers for each donor meeting in advance.
• Takes minutes during meetings, distributes to appropriate audiences afterwards, and maintains organized archives.
• Screens and directs emails and phone calls for the CEO, then distributes correspondence.
• Ensures follow-up and follow-thru not just for themselves but on behalf of the CEO and the ELT as a whole.
• Prepares and organizes all materials for the CEO and Executive Leadership Team (ELT) in advance of meetings.
• Responsible for all aspects of board management including the full board, board committees, and recruitment of new board members.
• Coordinates all administrative activities related to the Board of Directors including, but not limited to, board meetings, committee meetings, taskforces, CEO lunches, and 1:1 meetings with Board Members.
• Formats information for internal and external communication including memos, emails, presentations, and reports.
• Produces and presents reports.
• Plans and organizes events.
• Provides general support to visitors meeting with the Executive Leadership Team.
• Coordinates CEO and Board of Director projects.
• Ensures monthly emails from CEO are sent out to the Board of Directors and all UMOM team members.
• Makes travel and accommodation arrangements for the Executive Leadership Team.
• Performs general administrative, clerical, and executive support tasks to ensure organizational sustainability.
• Demonstrates a high level of proficiency utilizing technology. The EA understands how to leverage, and facilitate all technology platforms including, hardware, software (Microsoft Office Suite), telecommunications (Zoom, TEAMS, etc.), and donor databases/human capital management systems, etc.

Qualification and Competency Requirements:

Experience and Education

• Bachelor's degree, ideally in a related field, or three years of experience in relevant roles additional to the minimum experience requirement required
• Minimum seven years of experience in relevant roles (e.g., Executive Assistant, Office Manager, Project Coordinator, Administrative Coordinator, etc.)
• Demonstrated experience in organizational, time management and project management skills
• Demonstrated proficiency with interpersonal, written, and verbal communication skills

Computer skills

• Excellent computer skills; proficiency with applications including Microsoft Word, Excel, Power Point, Adobe Acrobat DC, and Outlook
• Demonstrated ability to quickly learn and efficiently utilize administrative and project management software

Compliance

• Valid Level One Fingerprint Clearance Card or the ability to obtain one
• Valid AZ driver's license and a driving record that falls within UMOM's policy
• 50/100 level of car insurance coverage (mileage reimbursement available)

Physical Activities and Working Conditions

The physical demands and working conditions described here are representative, but not exhaustive, of those that must be met by an employee to successfully perform the essential functions of this job.

• This position is typically performed in an interior, environmentally controlled office setting. The duties of the job require extended periods of time being stationary and manipulating a computer (keyboard, monitor, mouse), and other standard office equipment including, but not limited to: printer, fax, calculator, copier, telephone and associated computer/technology peripherals.

Additional Attributes

• Willingness to embrace and actively support the unique culture and values of UMOM
• Ability to focus on the tasks and details relevant to the position and the organization, while also switching quickly between tasks
• Ability to exercise excellent independent judgment and take ownership of decisions
• Ability to think on a broad, systems-level relative to the scope of the position
• Ability to work independently and self-manage to achieve goals while being a strong team player
• Ability to organize, meet deadlines, and delegate appropriately
• Ability to cope with and embrace change, risk, and uncertainty
• Ability to develop strong relationships within a fast-paced, collaborative setting that values diverse opinions; enthusiasm for helping drive change as UMOM becomes a more data-driven organization

Work Schedule: The typical schedule for this position is Monday-Friday, normal business hours, with occasional nights and weekends, depending on the needs of the position and the organization.