Executive Assistant - CEO

4 days ago

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Latinos for Education

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Description

• Provide high-level administrative support to the CEO, including managing calendars, scheduling meetings, and coordinating travel arrangements. • Serve as the primary point of contact for internal and external stakeholders, screening and prioritizing communications and inquiries. • Prepare and edit correspondence, reports, and presentations on behalf of the CEO, ensuring accuracy and alignment with the CEO’s voice and communication style. • Handle confidential information with the utmost discretion, maintaining explicit confidentiality. • Collaborate closely with the COO and Executive Leadership Team to identify and monitor internal deadlines. • Proactively liaise with functional teams (e.g. people team, finance, program, external affairs) to gather necessary inputs, documents and approvals required for the CEO’s decision-making. • Accurately prepare, submit, and track expense reports on behalf of the CEO, ensuring timely reimbursement and compliance with finance policies. • Manage the CEO's email inbox, drafting responses and flagging priority messages for attention. • Serve as a liaison between the CEO and staff, relaying messages, distributing information, and providing updates as needed. • Build and maintain relationships with key stakeholders, representing the CEO’s interests, and promoting a positive image of the organization. • Coordinate the preparation of materials for the Board of Directors meetings, collaborating closely with the CEO and relevant departments to compile, review and distribute meeting materials such as agendas, reports and presentations. • Attend Board meetings alongside the CEO, actively taking meeting minutes, tracking deliverables, and aligning calendars for quarterly Board of Directors meetings. • Coordinate and organize meetings, conferences, and events attended or hosted by the CEO, handling logistics such as venue bookings, catering, and audio/visual arrangements. • Provide logistical support for Board meetings and related events, including coordinating schedules, arranging venues, and ensuring all necessary technology and materials are available. • Arrange all travel logistics and accommodations for the CEO, handling itinerary planning and expense tracking. • Up to 15% travel (as needed) to support the CEO at board meetings, events, and conferences. • Assist with special projects and initiatives led by the CEO, providing research, analysis, and administrative support as required. • Support the CEO with the coordination of cross-functional projects involving multiple teams or departments, tracking progress, and ensuring deadlines are met. • Maintain organizational systems and databases, tracking key metrics, documents, and records relevant to the CEO's responsibilities.

Requirements

• Prior administrative support experience with at least 5 to 7 years of experience supporting senior level executives. • Excellent time management abilities and the capacity to prioritize various requirements. • Highly organized with strong attention to detail and ability to work under pressure. • Proven capacity for maintaining discretion when handling sensitive material and exhibiting the highest level of responsiveness to internal and external stakeholders. • Excellent verbal and written communication skills with various stakeholders in writing and in-person. • Highly productive team player with the ability to work independently. • Possess a high degree of professional maturity, responsibility and ownership of work. • Proficient in Adobe and Microsoft Office Suite (Outlook, Word, Excel and PowerPoint). • Ability to handle multiple competing priorities. • Proficient in Zoom, Teams, SharePoint, One Drive, Canva, Salesforce.

Benefits

• Medical/Dental/Vision Healthcare plans with UnitedHealthcare • Pre-tax Flexible Spending Account (FSA) • 401K with a 4% employer match and no vesting period • Paid parental leave • Flexible Paid Time Off (PTO) -- this includes collective PTO the week between Christmas and New Year’s Day holidays and 11 paid federal holidays • Employer-funded life insurance