The Executive Assistant (EA) provides support to the President/CEO and COO to maximize the strategic use of their time, and assists the Operations team in the seamless integration of essential administrative work into the Alliance’s mission-driven culture and workplace. This position reports to the President/CEO and works closely with the Finance & Operations Director, COO and Office Manager on meeting logistics and scheduling, document creation and management, Board of Directors administrative support, as well as human resources, financial and office management matters. The Executive Assistant performs a wide variety of functions independently, exercising confidential discretion and sound judgment in the performance of these duties. Administrative services may be provided to other department staff as required. Additionally, this person will assist with special projects as assigned by the President and CEO.
A typical day might begin with sharing an overview of the day’s upcoming meetings, to-dos, and any supporting materials. Later, the EA may follow up with staff that still owe a response or deliverable to the COO and ensure a few contracts are fully executed by CEO or Director of Finance and Operations and saved appropriately. The CEO might ask the EA to prepare a PowerPoint to brief the board of directors on strategic plan progress, which would include the EA meeting with relevant staff to gather information. The Development team may need some extra help entering data into Salesforce during the busy year end giving season, and asks the EA to help for a couple hours this week. The EA wraps up the day with a brief recap email to the CEO and COO on pending items completed, upcoming deadlines, and who is waiting for follow up.
The Executive Assistant contributes to the successful execution of the Alliance’s strategic plan, both by supporting top leadership in their responsibilities across the organization and in directly contributing to the Operations team’s defined outcomes around administrative and board support.
- Maintain general knowledge of all activities and projects the President/CEO and COO is involved in and accurately respond to routine inquiries from staff.
- Develop and implement systems to ensure needs and expectations of the President and CEO are met in a timely and efficient manner.
- Plan, coordinate and ensure calendars for President/CEO and COO are managed effectively
- Work closely with the President/CEO and COO to keep them well informed of upcoming commitments and responsibilities with appropriate follow up.
- Schedule internal and external meetings, including preparing agendas, inviting attendees, scheduling meeting rooms, ordering equipment, taking and transcribing meeting minutes, monitoring action and follow-up items, and keeping permanent records as appropriate.
- Arrange and schedule travel logistics for President/CEO, COO and other staff, as needed.
- Proofread and ensure accurate formatting of all correspondence going out under President/CEO signature.
- Serve as a liaison between President/CEO and staff for purposes of contracts, agreements, and other official documents.
- Prepare expense reports and assist with time entry as needed.
- Compose correspondence
- Other projects/duties as assigned by the President/CEO and COO. Board Liaison
- Coordinate meetings and special events logistics for board members.
- Take minutes for meetings on calls and in person
- Coordinate with the President/CEO to assemble and distribute communications to Board of Directors members prior to each of the quarterly board meetings and retreats.
- Maintain board SharePoint site and ensure accurate record keeping.
- Assist with logistics for new board member orientation process, and details related to exiting board members.
- Minimum of 5 years in administrative assistance or office management at the executive level.
- Experience working for senior leaders of the organization and Board members preferred.
- Exceptional planning and organization skills.
- Ability to compose, edit and organize documents and presentations using professional, clear and succinct language and structure.
- A demonstrated commitment to timely and accurate performance.
- Attention to detail and ability to anticipate and proactively solve problems is critical.
- Willingness and desire to provide customized service for individual board members and leadership staff based on work style and needs.
- Microsoft Office Suite (Outlook, Word, and PowerPoint emphasized)
- Ability to learn new software applications quickly.
- Experience with SharePoint is helpful, but not required.
- The Alliance for the Great Lakes values community, relationships, courage, integrity, optimism and the principles of justice, equity, diversity and inclusion in all our work.
- This position is full-time and consistent with Alliance employment policy. Salary range is 60,000-70,000, commensurate with experience.
- Excellent benefits, including health and vacation are included.
- Eligibility to enroll in a retirement plan after 1 year of employment.
- This position can work remotely based within the Great Lakes region. Occasional travel within the region is required, in keeping with anticipated COVID-19 safety protocols.
Please e-mail a cover letter, resume, references and writing sample to: firstname.lastname@example.org. Include job title in the subject line.
Applications will be accepted until the position is filled – we are looking to fill immediately. Materials should be compatible with Microsoft Word or Adobe Acrobat. Applicants will receive confirmation of receipt of their materials and further guidance and updates about the hiring process by e-mail, with interviews provided for finalists. No phone inquiries, please.
About the Alliance for the Great Lakes
The Alliance for the Great Lakes is an Equal Opportunity Employer. The search process will reinforce the Alliance’s belief that achieving diversity requires an enduring commitment to inclusion that must find full expression in our organizational culture, values, norms, and behaviors.
Our mission is to protect, conserve and restore the Great Lakes ensuring healthy water in the lakes and in our communities for all generations of people and wildlife. We advance our mission as advocates for policies that support the lakes and communities, by building the research, analysis and partnerships that motivate action, and by educating and uniting people as a voice for the Great Lakes. Learn more about the Alliance at www.greatlakes.org.
The Alliance envisions a thriving Great Lakes and healthy water that all life can rely on, today and far into the future. We aspire to be a voice for the lakes, and to support the voices of the communities that depend on the lakes and their waters.