Position Summary:

The Executive Assistant is responsible for providing a wide range of administrative support and project management to the President & CEO (President).

The Executive Assistant enhances the President’s effectiveness by providing information management support and representing this role to COCA’s staff, outside parties, and the Board of Directors. The Executive Assistant will also be responsible for managing projects and facilitating communication among all departments of COCA, providing this position the opportunity to have a deep-dive into all of the functions of a not-for-profit organization.

Essential Functions:

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Executive Administration

• Serve as the President’s assistant.
• Professionally represent the President and the organization in all circumstances.
• Research, prioritize and follow-up on pressing issues and concerns that need to be addressed by the President, including those of a sensitive and confidential nature. Determine appropriate course of action, referral or response.
• Demonstrate initiative by identifying potential issues for President.
• Prioritize conflicting needs; handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Demonstrate leadership to maintain credibility, trust and support with staff.
• Serve as ambassador between the President and staff by maintaining an organized system of communication.
• Successfully complete critical aspects of deliverables with a hands-on approach, including but not limited to, preparing presentations or reports, drafting emails or personal correspondence, and other tasks that facilitate the President's ability to effectively lead the organization.
• Manage avenues of access and communication to President: phone, e-mail, mail and office visits, etc.
• Coordinate President’s schedule (daily/weekly meetings, conferences, and travel). Provide both “gatekeeper” and “gateway” role for access to President’s time.
• Assist in conducting research to inform and prepare President for a variety of meetings, presentations and topics.
• Ensure that the President is briefed on departmental activities as related to specific focus areas.
• Provide support in building and managing the annual professional development budget.
• Manage President’s credit card/expense account. Track and organize credit card receipts and allocate by account number; approve standard expense reports on behalf of the President.
• Continuously work with President to maintain a positive and collaborative work culture environment.
• Support the Board of Directors by providing management support in scheduling meetings, preparing agendas, staffing, preparing minutes, and coordinating Board-level committee meetings and functions.
• Provide direct communication with the Board regarding meetings, news, events and any projects in progress.
• Work to create a work plan for all committee/Board meetings for the year, including content and communication. Ensure that committees are aligned, and that COCA staff members are aware of meetings and content. Attend committee and board meetings in person.
• Manage all President delegated aspects of internal staff meetings and external/community-based committee meetings, including scheduling, securing spaces/facilities, hospitality needs, setting up meeting space, drafting agenda items, preparing meeting materials and presentations, following-up with presenters, taking meeting minutes, and following-up with any communication or action items post-meeting.
• Work closely with staff members on the President assigned focus areas. This could include attending departmental meetings, completing projects specific to that department, and managing cross-departmental communication.
• Manage “Paid Time Off” Approvals for Senior staff.
• Other duties as assigned.

 

Education and/ or Qualifications:

• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite and Adobe Acrobat are required. Experience with Tessitura or similar customer relationship management (CRM) systems is a plus.
• 7-10+ years of Executive Assistant/ Administrative experience preferred.
• Bachelor's degree or relevant professional experience required.
• A commitment to Diversity, Equity & Inclusion.

 

Competencies:

• Highly dependable, with emotional maturity.
• Forward-looking thinker and creative problem solver who enjoys working in a dynamic environment that is mission and results driven and community oriented.

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks efficiently with excellent attention to detail. Ability to delegate tasks as appropriate.
• Willingness to see problems as opportunities with a solution-minded approach.
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment. Skilled in time management.
• Able to move fluidly between collaborative and independent work styles; highly resourceful team player.
• Experience working with a diverse team of stakeholders with different communication styles.
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors.
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the utmost level of customer/client service.

 

Physical Demands & Work Environment:

• Prolonged periods of sitting at a desk and working on a computer.

• This role will require some late evenings and weekends as related to organizational events, performances, and Board and external stakeholder meetings, which also may require standing for extended periods.
• While performing the duties of this position, the employee is frequently required to walk, stand, bend, kneel, stoop, reach and manipulate objects. The position requires mobility. Duties involve moving materials weighing up to 10 pounds on a regular basis such as files, books, office equipment, etc., and may infrequently require moving materials weighing up to 20 pounds. Manual dexterity and coordination are required while operating equipment such as computer keyboard, calculator, and standard office equipment.
• This position is eligible for hybrid work arrangements, subject to COCA’s Remote & Hybrid Policy and the preference of the President.

 

COCA is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. All employment decisions at COCA are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion or belief, family or parental status, or any other status protected by the laws or regulations in the locations where we operate. COCA is committed to achieving a diverse workforce through application of its affirmative action, equal opportunity, and nondiscrimination policy in all aspects of employment. COCA complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact hr@cocastl.org.