Executive Assistant

Job description

The Executive Assistant supports DBSA’s CEO in his work on internal and external relations; communications; and administration. The Executive Assistant position requires excellent organizational and project management skills, computer software and database experience, and the ability to communicate with a diverse array of constituencies. This position is full-time, 37.5 hours/week, non-exempt, with excellent benefits.

Duties & Responsibilities

Communications:

  • Coordinate with DBSA management team and staff preparation materials in advance of external meetings involving CEO
  • Assist CEO with some contact via in person, phone, email or other written correspondence with external constituents, press, and internal staff on matters not requiring executive attention
  • Assist CEO with some contact with donors and contractors on matters not requiring executive attention
  • Assist CEO with some personal contact with Board members, Scientific Advisory Board members, and committee members on matters not requiring executive attention
  • Independently compose communications for CEO’s review
  • Create PowerPoint presentations for use by the CEO
  • Provide information about DBSA for general inquiries
  • Periodically handle sensitive or confidential information in a professional and discrete manner

Organizational and project management:

  • Work with Board of Directors and staff to prepare for all board and board committee meetings, including agenda & materials; logistics & communications; minutes preparation and other related assignments
  • Review CEO’s mail and incoming correspondence and make recommendation as to disposition, including responding to basic queries whenever possible
  • Manage CEO’s travel arrangements, coordinate itineraries and meeting preparation documents, maintain receipts for reimbursement
  • Maintain CEO’s calendar, correspondence, presentations, and time-sheets
  • Support organizational administrative tasks as assigned by CEO, including providing administrative support as needed to DBSA management team and staff
  • Serve as receptionist to those entering the office

Computer software and database management:

  • Manage database and rosters for board of directors, Scientific Advisory Board members and committee members
  • Create professional presentations, spreadsheets and other documents for senior-level volunteers and other constituents
  • Run reports, as needed, from organizational database
  • Input/edit data as required

These describe the general nature and level of work performed and are not to be construed as an exhaustive list of all duties that may be performed by a person in this position. The requirements of this position are subject to change with or without prior notice.

Qualifications

Any combination of education or experience providing the required skills and knowledge for successful performance would be qualifying. Typical qualifications would include:

  • Minimum of an Associate’s degree, additional education preferred; and
  • Two years of business experience preferred,
  • Knowledge of modern principles, practices, and methods of and business administration and technology
  • Ability to maintain confidentiality
  • Strong communication (verbal, written, listening), organizational, and interpersonal skills
  • Ability to balance, prioritize, and complete numerous projects simultaneously
  • Ability to work effectively with others in a team-oriented, fast-paced environment
  • Advanced expertise in and Microsoft programs including Word, Excel, and PowerPoint
  • Strong writing and proofing ability; Keen attention to details
  • Working knowledge of customer relationship programs; Raisers Edge a plus

Send cover letter and resume to: jobs@dbsalliance.org