Executive Assistant

Description

• Implement and maintain a structured system for managing the CEO's email inbox.
• Prepare and organize all materials for the Executive Leadership Team (ELT) in advance of meetings.
• Take minutes during meetings, distribute to appropriate audiences afterwards, and maintain organized archives.
• Maintain and optimize the CEO's schedule and calendar to ensure alignment with organizational priorities.
• Act as the first point of contact between the CEO, team members, clients, and external stakeholders.
• Update fundraising CRM with notes from CEO donor communications and donor meetings attended by the CEO.
• Coordinate all administrative activities related to the Board of Directors including, but not limited to, board meetings, committee meetings, taskforces, CEO lunches, and 1:1 meetings with Board Members.
• Provide general support to visitors meeting with the Executive Leadership Team.
• Manage in-person meetings and event set up for executive events not managed by the Development team.
• Screen and direct emails and phone calls for the CEO, then distribute correspondence.
• Format information for internal and external communication including memos, emails, presentations, and reports.
• Oversee purchasing and expense reporting for the CEO and ELT members, in accordance with nonprofit procedures.
• Perform general administrative, clerical, and executive support tasks to ensure organizational sustainability.
• Arrange travel and accommodations for the CEO and, as needed, for executive leadership team (ELT) members.

Requirements

• Demonstrated proficiency with interpersonal, written, and verbal communication skills.
• This position is typically performed in an interior, environmentally controlled office setting. The duties of the job require extended periods of time being stationary and manipulating a computer (keyboard, monitor, mouse), and other standard office equipment including, but not limited to: printer, fax, calculator, copier, telephone and associated computer/technology peripherals.
• Valid AZ Driver's License and a driving record that falls within UMOM's policy
• Ability to work independently and self-manage to achieve goals while being a strong team player
• Willingness to embrace and actively support the unique culture and values of UMOM
• Excellent computer skills; proficiency with applications including Microsoft Word, Excel, Power Point, Adobe Acrobat DC, Outlook, and CRM systems
• Demonstrated experience in organizational, time management and project management skills.
• Ability to think on a broad, systems-level relative to the scope of the position
• Valid Level One Fingerprint Clearance Card or the ability to obtain one
• Demonstrated ability to quickly learn and efficiently utilize administrative and project management software
• Ability to focus on the tasks and details relevant to the position and the organization, while also switching quickly between tasks
• Bachelor's degree, ideally in a related field, preferred
• Ability to cope with and embrace change, risk, and uncertainty
• Ability to exercise excellent independent judgment and take ownership of decisions
• Minimum five years of experience as an Executive Assistant, or similar role supporting senior leadership
• Ability to develop strong relationships within a fast-paced, collaborative setting that values diverse opinions; enthusiasm for helping drive change as UMOM becomes a more data-driven organization
• High School or GED Diploma, required
• Ability to clear the Central Registry Screening from the Department of Child Safety & Adult Protective Services.
• Ability to organize, meet deadlines, prioritize and delegate appropriately

Benefits

• 50/100 level of car insurance coverage.

Training + Development

Interview process

Visa Sponsorship

Security clearance