POSITION SCOPE:
The Executive Assistant provides high-level varied and complex administrative support to the Board, President and Staff of Historic District Development Corporation (HDDC). This position requires the frequent use of tact, discretion, independent judgment, knowledge of the corporation’s activities and the ability to conduct independent projects. The Executive Assistant also serves as a liaison to the board of directors and senior management teams; organizes and coordinates outreach and external relations efforts and oversees special projects. This position manages sensitive matters with a high level of confidentiality and discretion, especially decisions directly impacting the HDDC's global operations.
ESSENTIAL DUTIES:
- Provides day to day assistance to the President by researching and managing specific projects and responding to high-level and routine administrative matters
- Manages and sustains a daily calendar of meetings and events
- Prepares Word, Excel, PowerPoint presentations, agendas, reports, special projects, and other documents to support HDDC’s objectives
- Arranges travel and accommodations and prepares expense report for President
- Screens incoming telephone calls; takes and delivers accurate messages; responds to requests by gathering and providing information and referring non-routine calls to the appropriate staff
- Drafts and prepares correspondence for internal announcements, board meetings, and organizations that the President is involved with
- Manages the President's contacts
- Assists in preparing and managing presentations and decks
- Responds to emails/texts/phone calls, inside and/or outside regular business hours as required
- Welcomes the President’s guests by greeting them, in person or on the phone, answering or directing inquiries
- Represents HDDC and the President in a positive light through excellent independent follow-through skills and sound judgment
- Researches, analyzes and compiles information proactively for projects, reports and documents in anticipation or advance, thereby conserving President’s time.
- Completes ad hoc projects as assigned – such as personal events and/or family needs
- Prepares position descriptions for each staff position updating when necessary but at least on a yearly basis
- Attends HDDC Board and other meetings at the request of the President and takes notes/minutes when necessary; submits minutes/notes to the President for review and approval
- Sources new vendors, gathers quotes, and manages vendor interactions (computer, telephone, National Park Service) to ensure that office systems are working properly
- Manages and coordinates HR programs with appropriate vendors keeping President informed of status and any special issues that might arise.
- Manages and coordinates payroll with Finance Director and maintains Time and Attendance sheets for HDDC staff
- Manages, coordinates and schedules trainings, conferences, special meetings for President and HDDC staff
- Coordinates and manages logistics related to maintenance of office space
- Supports the Bookkeeper with Compliance Officer functions such as submitting funder compliance reports; and maintaining appropriate documentation as required by funders
- Provides assistance to Resource Development
- Attends after-hours and off-site HDDC related or sponsored functions as required
- Performs other related duties as assigned
PREREQUISITE KNOWLEDGE, SKILLS, AND EDUCATION:
- Bachelor’s degree in business-related field preferred; High School diploma or G.E.D. required
- Minimum 5 years of related experience required in working in an executive assistant role supporting C-Level executives, required
- Experience working with a Board of Directors, and the preparation of agendas and minutes
- Advanced level of proficiency with Microsoft Office Suite
- Technologically savvy to be able to grasp new technology quickly
- Excellent verbal English communication and customer service skills with ability to communicate and interact with people of all levels in a confident and professional manner
- Excellent time management skills with proven ability to meet deadlines
- Clear, pleasant speaking voice; easy to understand
- Respect for confidentiality and discretion to handle C-Level confidential matters
- Excellent attention to detail and organizational skills
- Displays a positive, upbeat attitude
- Demonstrate ability and temperament to work with sensitive information
- Team player - have team-oriented experience and approach
- Service focus - dedicated to meeting the expectations of the President and other senior executives by maintaining effective relationships with interested parties
- Ability to think outside-the-box with a sense of urgency
- Displays patience in dealing with difficult situations
- Dependable, reliable, and has a strong work ethic
- Ability to function is a high-paced, changing, growth focused environment
- Must be creative and enjoy working within an entrepreneurial environment
- Possesses a strong business sense and can decipher priorities and make sound judgment calls on a routine basis
- Strong written and verbal communications skills
- Ability to maintain a realistic balance among multiple priorities
- Ability to work flexible hours as dictated by the needs of business for projects and meetings
PHYSICAL AND MENTAL REQUIREMENTS:
- Standing and sitting for extended periods of time
- Lifting up to 25 pounds in a safe and prudent manner
- Ability to easily move throughout an office with ease
- Ability to read, write, and understand English
- Ability to effectively interact with others internally and externally
- Ability to utilize office equipment in a safe and prudent manner, including a copy machine, fax machine, computer, telephone, and other general office equipment that may be used regularly
- Ability to work with many different personalities
- Ability to work in a fast-paced environment
- Correctable vision and hearing
This job description is not intended to be all-inclusive, and the employee may also be asked to perform other reasonably related job duties as assigned. All employees may be required to perform duties outside of their normal responsibilities from time to time as needed.
Job Type: Full-time
Pay: $65,000.00 - $70,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
Application Question(s):
- Do you have experience working at a non-profit or start up company?
Experience:
- Executive administrative support: 5 years (Required)
Work Location: Hybrid remote in Atlanta, GA 30312