Skip to:

Executive Assistant to the President and Executive Vice-President (Cleveland, OH)

Executive Assistant to the President and Executive Vice-President

Position: Executive Assistant to the President and Executive Vice-President of The Democracy Collaborative

Location: Cleveland, OH

Job Description:

Reporting directly to the President and Executive Vice-President, the Executive Assistant provides executive support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the President and Executive Vice-President. The Executive Assistant also serves as a liaison to the 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, 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.

Roles and Responsibilities:

Executive Support for the President & Co-Founder (75%)

    • Completes a broad variety of administrative tasks for the President including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; scheduling meetings, phone and Skype meetings, and speaking engagements; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
    • Responsible for all aspects of advance work and preparations for work related travel, including: evaluation of speaking engagement requests, interfacing and making arrangements with all meeting contacts, preparing briefings on all meeting participants, advance creation of clear agendas for all meetings and speaking engagements, development of thorough travel briefing packets, ensuring that the President’s travel schedule is balanced and efficiently managed in relation to the President’s other work and priorities.
    • Plans, coordinates and ensures the President’s schedule is followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the President’s time and office, including evaluating speaking requests.
    • Ensures that the President has sufficient technical and IT support
    • Communicates directly, and on behalf of the President with Board members, donors, staff, and others, on matters related to CEO's programmatic initiatives.
    • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
    • Provides a bridge for smooth communication between the President and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
    • Works closely and effectively with the President to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.
    • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact.
    • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President’s ability to effectively lead the organization.
    • Maintains documents and files for the President for easy access and retrieval
    • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Executive Support for the Executive Vice-President & Co-Founder (25%)

    • Completes a broad variety of administrative tasks for the Executive Vice-President including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; scheduling meetings, phone and Skype meetings, and speaking engagements; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
    • Ensures that the Executive Vice-President has sufficient technical and IT support
    • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Executive Vice-President’s ability to effectively play a senior leadership role for the organization.
    • Maintains documents and files for the Executive Vice-President for easy access and retrieval
    • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

Senior Management Liaison

    • Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
    • Assists in coordinating the agenda of senior management team meetings and off-sites, and all- staff meetings
    • Facilitates cross-divisional coordination of travel and outreach plans

Communications, Partnerships, and Outreach

    • Ensures that the President & Executive Vice-President's bios are kept updated and responds to requests for materials regarding the President & Executive Vice-President, and the organization in general
    • Edits and completes first drafts for written communications to external stakeholders
    • Edits and reviews critical written communications including grant reports, powerpoint presentations
    • Strategic Initiatives
    • Provides basic research for projects managed by the President & Executive Vice-President, and coordinates additional research assignments with other TDC staff
    • Follows up as appropriate on contacts made by the President & Executive Vice-President and supports the cultivation of ongoing relationships
    • Edits all, and creates acknowledgement letters from the President to donors

Qualifications

    • 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

Education and Experience Requirements

    • Bachelor's degree required
    • Strong work tenure: five to 10 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), Adobe Acrobat, and web/social media platforms.

Compensation:

Commensurate with experience. The position includes a generous benefits package including health care, three weeks of paid vacation per year, and an employer contribution to a 403(b) retirement plan.

Length of position:

Minimum two-year commitment (contingent on satisfactory 90-day and annual review) necessary to ensure continuity of support. Position can extend beyond two years by mutual agreement.

To apply, please send a resume and cover letter via email to jobs@democracycollaborative.org with the words “Executive Assistant Position” in the subject line, no later than March 21st, 2016.

The Democracy Collaborative is an Equal Opportunity Employer—people of color, people with disabilities, women, and LGBT candidates are strongly encouraged to apply; we are committed to a diverse workplace, and to supporting our staff with ongoing career development opportunities.