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Nonprofit Executive Assistant (remote EST zone)

Job Title

Nonprofit Executive Assistant (remote EST zone)

Job ID

14463

Location

Nationwide New York

Executive Assistant – Remote – Eastern Time Zone

About us:

Founded in 1980, the National Association for Multi-Ethnicity in Communications (NAMIC) is the premier organization focusing on cultural diversity, equity, access, and inclusion in the media, entertainment and technology industry. More than 4,000 professionals belong to a network of 18 chapters nationwide. Through initiatives that support leadership development, advocacy and empowerment, NAMIC collaborates with industry partners to expand and nurture a workforce that reflects the cultural richness of the American population. For more information, visit www.namic.com or follow @NAMICNational on Twitter.

Your role:

Reporting directly to the President and CEO, the Executive Assistant provides executive support in a one-on-one working relationship. As the Executive Assistant, you will serve as the primary point of contact for internal and external constituencies on all matters pertaining to the NAMIC executive office. You will also serve as primary administrative support and contact to the NAMIC National Board of Directors for all board meeting logistics, preparation and execution of board meetings and communications throughout the year.

You must be a mission-driven, multi-skilled professional who can simultaneously focus on the executive office’s strategic goals and stay focused on important details. You must possess a demonstrated track record of serving as a trusted member of a senior organizational team. We will expect you to have the ability to exercise good judgment in a variety of situations, with exceptional written and verbal communication, administrative and organizational skills and the ability to maintain a realistic balance among multiple priorities.

The ability to work independently on projects, from conception to completion, and work under pressure at times to handle a wide variety of activities and confidential matters with discretion and flawless attention to detail will be essential to your success.

You should have:

  • 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.
  • Exceptional 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 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.
  • Strong work tenure: Five to 10 years of experience supporting executives in a growing, fast-paced organization at the C-level.
  • High level of discretion pertaining to confidential information and interactions with president and CEO and board members.
  • Proven experience preparing information to and for executives.
  • Self-starter attitude and enthusiasm when working independently and as part of a team.
  • High sense of urgency, drive and willingness to do what it takes to get the job done.
  • Keen ability to follow instructions and understand those instructions with little or no follow up.
  • Strong knowledge and proficiency in Microsoft Office Suite (required), database management and scheduling.

Your responsibilities as the Executive Assistant will include:

Executive Support

  • Complete a broad variety of administrative tasks including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries and agendas; and compiling documents for travel-related meetings.
  • Research, prioritize and follow up on incoming issues and concerns addressed to the president and CEO, including those of a sensitive or confidential nature. Determine appropriate course of action, referral or response.
  • Provide a bridge for smooth communication between executive office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
  • Ensure president and CEO is prepared for all meetings by organizing appropriate staff work such as read-ahead material, talking points and other relevant resources.
  • Work closely with president and CEO to keep her well informed of upcoming commitments and  responsibilities, following up appropriately.
  • Provide leadership to build relationships crucial to the success of the organization, and manage a variety of special projects for the president and CEO.
  • Prioritize conflicting needs; handle all matters expeditiously, proactively follow-through on projects to successful completion, often with deadline pressures.
  • Perform research related to executive travel briefings, events planning and other matters at the direction of the president and CEO; manage special projects and support special events.
  • Determine the importance of meeting requests in the context of president and CEO priorities and schedule accordingly.

National Board Support and Liaison

  • Communicate with board of directors on administrative, logistics, travel and any board related activities.
  • Coordinate the president and CEO’s and board chair calendar to establish and publish an annual calendar for the executive and standing board and board committee meetings.
  • Adhere to applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format and maintain the board census to include term limits.
  • Oversee and manage all aspects of preparation for each board meeting. This includes, developing a timeline and coordinating with staff and vendors to collate and distribute the quarterly board packet, agendas, meeting logistics, attending and taking minutes, preparing tent cards, food and beverage, etc.
  • Support the president and CEO in all matters related to her preparation for, during and follow up on all board and board committee related matters.

Additional Duties:

  • Other duties as assigned by the President and CEO.
  • Overnight travel is required; however minimally.

Benefits:

We value our employees’ time and efforts. Our commitment to your success is enhanced by our competitive compensation of $55-$65K annually, depending on experience, and an extensive benefits package including paid time off, medical, dental and vision benefits and future growth opportunities within the company. Plus, we work to maintain the best possible environment for our employees, where people can learn and grow with the company. We strive to provide a collaborative, creative environment where each person feels encouraged to contribute to our processes, decisions, planning and culture.

Our client is committed to equal employment opportunity and non-discrimination for all employees and qualified applicants without regard to a person’s race, color, gender, age, religion, national origin, ancestry, disability, veteran status, genetic information, sexual orientation, or any characteristic protected under applicable law.