This role is responsible for performing a variety of duties in support of the overall administration of business operations. The Executive Assistant will work closely with the Senior Leadership Team by providing administrative support and ensuring effective and efficient operations relating to Board and committee meetings. This position will also coordinate facilities and systems, corporate record keeping, and other administrative support services. This position will work in the office four days a week with one day being remote. Salary range is $52,000-$62,000.

Administrative Responsibilities – Senior Leadership Team

· Manage calendars for Senior Leadership Team, including scheduling meetings as needed

· Schedule company meetings, prepare and coordinate presentations as needed

· Support planning and execution of company meetings (catering, venue, etc.)

· Prepare expense reports, reconcile corporate credit cards, and process invoices for Senior Leadership Team

· Schedule travel for donor or other misc. meetings

· Prepare donor letters and coordinate mailings

Front Office Reception Responsibilities

· Provides reception coverage and ensures a safe, professional, and welcoming environment

· Receive, sort, scan, file, and notify staff as necessary of incoming mail and packages

· Greet donors and other visitors as needed

· Serve as backup for incoming calls

· Monitor and respond to incoming inquiries in the CCRF email inbox

Communication Management Responsibilities – Staff and Board

· Develop and coordinate Board materials and communication in partnership with Senior Leadership Team and other CCRF staff

· Develop and coordinate All Staff materials and communication for communication meetings and other events in partnership with Senior Leadership Team and other CCRF staff

Administrative Responsibilities - Office

· Coordinates overall office administration activities

· Coordinates CCRF office functions with external vendors including telecommunication system and office machines, purchasing and maintenance of office supplies and furniture, facility access and monitoring services, housekeeping, storage, and other aspects of the office facilities

· Communicates with vendors and service providers, ensuring invoices are accurate and paid on time

· Arranges for the purchase of office supplies and furniture, office equipment, etc.

· Recommends and maintains office operations policies and procedures

· Responsible for general office upkeep (light housekeeping duties) and maintaining office inventory

· Provide administrative support to the Marketing team on a variety of ad hoc tasks

Board Governance

· Attend Board, Executive, and Governance committee meetings to take minutes and track action items

· Partner with the CEO in developing and disseminating agendas and materials for Board and committee meetings

· Assist with collecting yearly Board policy forms, including forms from the Research Advisory Committee

· Assist Governance committee with annual Board of Directors survey

· Track Board member term and tenure end dates

· Assist CEO with Board and governance-related operations and projects

· Work closely and effectively with the CEO to ensure they remain well-informed of upcoming commitments and responsibilities

· Scheduling meetings with BOD members as requested by CEO

· Assist the CEO with developing and disseminating agendas and materials

· Assist with planning onsite meetings (room set up, food ordering, material printing if needed)

· Strong skills in customer service and employee communications
· Ability to communicate at all levels of the organization
· Strong attention to detail and organization
· Ability to thrive is fast-paced, collaborative environment and be able to prioritize and manage multiple projects while meeting deadlines
· Willingness to adapt to changing conditions and prioritize projects in a fast-paced, collaborative environment
· Ability to take initiative and work independently

Please apply here