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Executive Assistant and Board Liaison

Company: Center for Women
Date Posted: January 2, 2018

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, 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. Duties may be confidential and require discretion, judgment, and tact.

Essential Duties:

Executive Director Support (40%)

  • Manage the ED’s calendar and arrange meetings
  • Organize and coordinate travel plans, itineraries and agendas
  • Draft reports, presentations, and correspondence that is sometimes confidential
  • Perform various word processing, proof reading and writing tasks as requested
  • Ensure set-up logistics for meetings, events, conferences or retreats as necessary
  • Coordinate greeting of guests and donors including refreshments as needed
  • Update the fundraising database regarding Director’s activities

Board Liaison Support (30%)

  • Manage the annual board calendar
  • Schedule board and committee meetings including meeting logistics such as catering, room setup and audio/visual needs
  • Work closely with the Executive Director and the team to prepare and distribute accurate and timely board and committee meeting materials
  • Attend all board and committee meetings; take and transcribe accurate meeting minutes and prepare or perform any follow-up materials or duties as necessary
  • Maintain current and historical board records and files
  • Manage board communications and engagement, keep track of member schedules, preferences and committee assignments.


Administrative Support (30%)

  • Ensure smooth functions of the office, including liaison with landlord, IT and other office management vendors; arrange for equipment maintenance and replacement; order and stock office supplies; create and maintain office files and filing systems
  • Coordinate staff celebrations and events as well as attend and staff organization-wide events and activities
  • Post outgoing mail and maintain updated postage requirements
  • Process payables for accounting and coordinate monthly internal accounting reconciliation
  • Answer phones and direct calls, respond to requests for information or services and direct to appropriate staff
  • Manage the eTapestry database including record maintenance, gift entry, and thank you letter generation
  • Perform other duties as assigned

Knowledge, Skills, and Abilities:

  • Minimum 3 years of administrative work experience or non-profit volunteer experience
  • Strong computer, database management, and internet skills, including all MS Office suite required
  • Self-starter with excellent interpersonal and communication skills
  • Excellent attention to detail
  • Excellent organization and planning skills
  • Demonstrated ability to work independently and exercise sound judgment and problem solving
  • Proven ability to manage projects
  • Ability to prioritize tasks, exercise sound judgment and confidentiality with sensitive information
  • Excellent communication (oral and written), interpersonal, and presentation skills

Apply at:

Deadline for applications: January 15, 2018. Applications accepted until position is filled. No phone calls please.