Job Description

Job Description

Job Description

SUMMARY/PURPOSE

The Executive Assistant is a full-time role supporting the Vice President of Workforce Solutions (VPWS) and the Chief Development Officer (CDO). This position provides high-level administrative, logistical, and operational support for two fast-paced, externally facing departments responsible for job placement, employer partnerships, fundraising, and strategic initiatives. The Executive Assistant will manage complex calendars, coordinate multi-stakeholder communications, support partner engagement activities, and handle sensitive information requiring a high level of professionalism, accuracy, and confidentiality.

This role ensures that the VPWS and CDO are positioned for maximum efficiency by anticipating needs, preparing materials, managing priorities, and maintaining strong internal and external relationships.

ESSENTIAL FUNCTIONS

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Plans, manages, and maintains an accurate electronic calendar of meetings and other commitments on behalf of the VPWS and CDO while balancing competing scheduling priorities.
• Manages incoming and outgoing phone calls, greeting visitors, referring inquiries to appropriate staff, arranging meetings, and preparing requisite materials for meetings.
• Preparation of materials for board and committees in support of the VPWS and CDO.
• Composes, transcribes, edits, and disseminates meeting minutes, reports, memos, and other senior-level correspondence.
• Preparation of program events (i.e., board, fairs, panels, fundraising events, committee, and other group meetings), including logistics, catering, audio, and IT requirements.
• Provides administrative support on complex and/or confidential matters to the VPWS and CDO as assigned, including but not limited to: travel arrangements and itineraries, agendas, and expense reports.
• Reconciliation of credit card for the VPWS and CDO.
• Other duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES

• Strong organizational and project management skills.
• Ability to anticipate needs, problem solve and support executives with minimal supervision.
• Experience juggling multiple priorities in a fast paced, deadline driven environment.
• Excellent written and verbal communication skills, including professional correspondence.
• Strong proficiency in Microsoft Office (Outlook, Word, PowerPoint, Excel).
• Ability to interact professionally with employers, donors, community partners, government agencies and internal staff.
• High attention to detail and ability to maintain accurate records.
• Strong customer service orientation and ability to work independently and collaboratively.

SUPERVISORY RESPONSIBILITY

None

WORK ENVIRONMENT

This role operates in an office environment and occasionally at employer sites, donor locations, or community engagements.

PHYSICAL DEMANDS

This position requires routine use of standard office technology such as computers, keyboards, computer mouse, copiers, printers, fax machines, etc. This position is largely sedentary and requires the ability to sit for extended periods.

POSITION TYPE AND EXPECTED HOURS OF WORK

This is a full-time, exempt position under the Fair Labor Standards Act. It is not eligible for overtime. Hours are 7:30 a.m. – 4:30 p.m. Monday through Friday. Night and weekend work may be required to meet the expectations of the position. Position is required to work on site.

TRAVEL

Occasional local travel may be required.

REQUIRED EDUCATION & EXPERIENCE

• Associate’s degree.
• A minimum of five years of experience assisting a senior-level executive.

PREFERRED EDUCATION & EXPERIENCE

• Bachelor's Degree

OTHER DUTIES

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities and activities may change at any time with or without notice.

AAP/EEO

It is the policy of Summit Academy OIC to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Summit Academy OIC will provide reasonable accommodations for qualified individuals with disabilities.

BENEFITS

• Our generous paid time off (PTO) policy, which begins accruing at 10 hours per month;
• 10 annual paid holidays in addition to 2 annual scheduled, paid mental health days;
• Eligibility to elect comprehensive health, vision, dental, and voluntary life insurance;
• Employer-sponsored life, short-term, and long-term disability insurance;
• Eligibility to participate in our 401(k) retirement plan with a 4% employer match, effective day one;
• Eligibility for an annual bonus based on organizational and employee performance

Job Tags

Full time, Temporary work, Work at office, Local area, Monday to Friday, Night shift,

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