Executive Assistant to the President & CEO

Description

Executive Assistant to the President & CEO

Job Status: Full-Time                     Benefits: Eligible

FLSA Status: Non-Exempt            Schedule: 35+ hours a week

Reports to: President & CEO       Manages and Coaches: Customer Service Coordinator 

Hourly Rate: $23.08 to $27.88 

ABOUT US:

For over sixty years, The Urban League of Rochester has been serving and impacting the Rochester community. Today, The Urban League of Rochester offers over 25 programs in youth services, services for individuals with developmental disabilities, economic development, employment services, family and children services, education, home ownership, and entrepreneurial assistance. 

Our mission is to enable African-Americans, Latinxs, the poor, and other disadvantaged to secure economic self-reliance, parity and power, and civil rights by 1) Ensuring that our children are well-educated and equipped for economic self-reliance in the 21st century; 2) Helping adults attain economic self-sufficiency through good jobs, homeownership, entrepreneurship, and wealth accumulation; 3) Ensuring our civil rights by eradicating all barriers to equal participation in the economic and social mainstream of America; and 4) Ensuring that our staff are provided the tools to educate, advocate, and fulfill the mission. 

https://www.urbanleagueroc.org/ 

FUNCTION: 

The Executive Assistant to the President & CEO plays a pivotal role in synchronizing high-level decision-making processes, acting as a crucial liaison between the CEO, both Boards of Directors, and the Leadership Team. Tasked with executive support responsibilities, the Executive Assistant to the President & CEO facilitates effective communication and the execution of key projects. This position demands a proactive, innovative approach and meticulous attention to detail, dedicated to foster collaboration across various departments, enhancing organizational alignment and implementing solutions to advance the CEO's and the Urban League of Rochester’s strategic priorities. 

RESPONSIBILITIES:

Supporting CEO:

• Manages a wide range of administrative tasks for the President & CEO, including managing a dynamic calendar of appointments, processing expense reports, crafting and preparing confidential correspondence for internal and external distribution, coordinating complex travel arrangements, and compiling essential documents for travel-related meetings.
• Acts as a direct liaison between the President & CEO and Board members, effectively communicating and advocating for the CEO’s programmatic initiatives.
• Handles incoming issues and concerns directed at the President, assessing their priority and sensitivity to determine the most appropriate action, referral, or response.
• Facilitates seamless communication between the President's office and internal departments, upholding leadership’s credibility, trust, and support.
• Consistently updates the President & CEO’s professional biographies and resumes to ensure accuracy and readiness for dissemination.
• Coordinates all speaking engagements for the President & CEO, prepares engaging PowerPoint presentations, and collaborates on drafting speeches.
• Responds promptly to requests for information about the President and the organization, ensuring stakeholders receive accurate and timely data.
• Manages the preservation and organization of electronic and physical records, ensuring compliance with regulatory requirements and best practices for document retention and disposal.
• Undertakes additional duties as delegated by the President, Leadership Team, or their designates, contributing to broader organizational goals.

Board of Directors Support:

• Provides comprehensive administrative support to both the ULR Board of Directors and the ULREDC Board of Directors, ensuring streamlined operations and effective governance.
• Facilitates Board of Directors meetings, handling the preparation of agendas, pre-read materials, and the recording of minutes on behalf of Board Secretary, while maintaining organization of all board documents.
• Collaborate closely with the Board Chair, Committee Chairs, and CEO to effectively manage committee projects and responsibilities, ensuring all objectives are successfully met. 
• Upholds board compliance with organizational bylaws, ensuring all board members have completed their required compliance documentation, submitted board dues, and participated in necessary board surveys.
• Coordinates committee meetings for the Board of Directors, actively engaging members, and arranging for staff liaisons to schedule meetings and record minutes, fostering effective communication and participation.

Project Management:

• Manages the logistics for staff meetings, including setting the agenda, selecting the location, and coordinating all related details to ensure seamless execution.
• Organizes Board and staff-related events, diligently managing logistics and completing expense reports to the finance department post-event.
• Collaborates with the President & CEO, and Marketing & Fundraising department to plan and execute the general organization-wide events.
• Actively participates in and supports the Urban League of Rochester's events and fundraising initiatives, contributing to their success.
• Assists the Leadership Team by working directly with the CEO and Executive Leadership to develop meeting agendas, document notes and action items, and distribute tasks with specific deadlines.
• Engages with Leadership Team members on special projects, including strategic planning, affiliate assessments, updates to policies and procedures, process improvements, and technology implementations, ensuring organizational goals are met.

Supervisory Responsibilities:

• Manages the Customer Service Coordinator desk reception staff, and ensures they have the support needed to carry out their job.
• Oversees all processes and procedures related to the receptionist role, ensuring smooth operations and exceptional support to our community.

Requirements

EDUCATION & EXPERIENCE: 

• Candidate will have an Associate’s Degree with at least 3 years directly supporting a CEO or executive leader.
• A combination of education and experience is acceptable.
• Experience working with senior executives.
• Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams, and SharePoint)
• Proficient and experienced in Google Suite, Squarespace, Mailchimp, Salesforce, Zoom, Eventbrite, etc.

QUALIFICATIONS:   

• Excellent interpersonal and written communication skills.
• Ability to work well with all members of a diverse organization.
• Excellent computer, organizational, and administrative skills.
• Supervisory experience.
• Ability to self-teach and be creative.
• Strong organizational and time management skills.
• Superior writing and proofreading skills. Ability to synthesize writing from various writers into one cohesive  voice.
• Excellent ability to handle confidential and/or sensitive information.
• Strong project management skills.
• Ability to successfully manage multiple projects and balance multiple priorities while maintaining a positive
• outlook and to work effectively in a team environment.
• Thoroughness, accuracy, and timeliness in completing essential duties. Extremely detail-oriented.
• Must be creative, results-driven, and community-oriented.