Executive Assistant to the President
Reporting directly to the President, the Executive Assistant provides vital support on key internal and external priorities. The individual will be highly skilled at managing relationships, a rapid flow of work, and a wide range of logistics. The individual should want to make a difference by making it easier for a highly energetic, committed, and capable President to be even more successful.
Working closely with Chief of Staff and Special Assistant, supports critical enterprise activities including scheduling, logistics and other support for meetings of the Board and select Committees; new board member recruitment; keeping the President’s calendar, ensuring that the President is adequately prepared for all meetings, and executes follow-up as needed; communicates with other NOD team members around the President’s priorities, plans and projects; drafts and/or reviews correspondence, emails, and other messages as needed.
The Executive Assistant will take initiative in juggling multiple big-picture priorities while attending to the smallest details and is a skilled liaison for the president’s internal and external relationships. Executive Assistant must be a creative problem solver and enjoy working collaboratively within a small, entrepreneurial environment that is mission and results driven.
The Executive Assistant 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 must be able to work under pressure to handle a wide variety of activities and exercise a great deal of discretion with confidential information. They will recommend improvements in current processes to ensure the President’s office operates efficiently and effectively.
The Calendar: Scheduling, communicating about and prepping for meetings
- Manage President’s calendar in accordance with agreed guidelines – ensures proactive time blocking and scheduling for major milestones, document reviews, calls with Directors, sales prospects, priorities and anything else requiring President’s input.
- Proactively brief relevant staff on status of President’s calendar, priorities and projects and anticipates and resolves potential schedule conflicts or issues before they arise.
- Answer President’s telephone calls when they are not available – track messages and record and prioritize requests, identifying where other staff may be more appropriate.
- Greet President’s visitors.
- Ensures the President has appropriate documents, speeches, and/or briefing packets for internal and external meetings, in a timely manner. Coordinates with staff to brief the President on upcoming meetings and prepare presentation materials in accordance with protocols that the Executive Assistant will develop in concert with President, Chief of Staff, Special Assistant and other staff as required.
- Track President’s mail and follow up on outstanding or unread items/requests.
- Track deliverables assigned to staff that President will review.
Maintain Excellent Board Relationships
- Develop good working relationships with Board members and their Executive Assistants; handling correspondence and communications with them as needed. Support special requests made by Directors, such as research, travel recommendations, accessibility accommodations, etc.
- Support President and Special Assistant relating to prospective new Board members and onboarding of new Board members that are elected, by helping to compile background materials and scheduling meetings with President and select Board members.
- Support President and Board in the scheduling, preparation and execution of Board Meetings & select Board Committee calls, including organizing meeting logistics, communicating with Board members, and assistance with reviewing final meeting presentations and materials.
- Schedule regular one on one calls/meetings between President and select Board members; coordinate with Special Assistant on timely preparation of agenda, potential read-ahead materials and ensuring scheduled time for debrief and follow-up.
- Spearheads creation of Board Book by tracking all deliverables, ensuring proper review time for the President, and following up with staff’s content contributions.
- Update board materials as necessary. Ex: contact sheets, board bios, committee lists, etc.
- Manage and coordinate travel planning and itineraries for President and coordinate with staff members on background briefings, read-ahead or leave behind materials and follow-up, as needed.
- Manage President’s expense tracking and reporting.
- Provide travel assistance to staff, consultants and partners traveling with the President and for board meetings.
Communications and Events
- Organizes and maintains correspondence, presentation materials, speeches, talking points and other documents routed through the President’s office and ensure they are filed in the appropriate organizational files (paper and/or electronic).
- Serve as proofreader and formatter for documents, as needed.
- Actively maintains President’s contacts database in Outlook.
- Draft and distribute messages, and other communications on behalf of the President, as needed and time is available.
- Collaborate with staff on NOD special event planning and coordination logistics, as needed.
- Coordinates management team agendas and minutes.
- Work with Special Assistant to coordinate disability roundtable events by tracking correspondence, attendance and meeting logistics.
- Coordinate status calls with Ridge Policy Group and other disability advocacy groups.
Other duties, as assigned by the President or Chief of Staff
Skills & Abilities
- Highly organized – Can establish and use systems for juggling and tracking multiple deadlines, projects, and commitments. Uses time effectively.
- Self-motivated – Works well with limited supervision, developing solutions and taking initiative on his/her own. Anticipates and stays a step ahead of the President’s needs.
- Communicates well orally and in writing – Writes clearly and edits/proofreads for grammar, spelling, punctuation, meaning, tone, and completeness.
- Adaptable under stress – Works productively and is flexible under multiple deadlines in a fast-paced environment where unanticipated external and internal events can shift priorities. Zealously attends to details, and sees decisions through to implementation.
- Maturity and judgment – Exercises sound judgment. Functions well in a highly dynamic office environment and is solutions-oriented, focusing on problem-solving.
- Professionalism – Maintains highest level of professionalism and discretion in internal and external interactions. Is consistently at work and meetings on time. Dresses appropriately. Meets deadlines and commitments and ensures work responsibilities are covered when absent.
Please send a resume and thoughtful cover letter to firstname.lastname@example.org. We are accepting applications on a rolling basis until the position is filled.
The National Organization on Disability provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.