Executive Assistant

For full job description and to apply, please visit: https://recruiting.ultipro.com/JEF1005JCMH/JobBoard/ec261033-b2fc-48f6-b878-870928c18aba/OpportunityDetail?opportunityId=2b438830-9785-4d07-9f87-64503f96ea04

At Jefferson Center, it is our policy and our mission to be inclusive and mindful of the diversity of everyone who comes through our doors. We are passionate about building a community where mental health matters and equitable care is accessible to all races, ethnicities, abilities, socioeconomic statuses, ages, sexual orientations, gender expressions, religions, cultures, and languages.

The Executive Department Assistant will provide administrative support to the Chief Business Development Officer as well as the Philanthropy, Communications, and Community Engagement Department. Collects information and supports advancement of business development projects through scheduling, correspondence, and data tracking with internal teams and external partners; supports data tracking and purchase orders for department; handles details of a confidential nature. Conserves CBDO’s time and promotes the corporate image by representing the Jefferson Center team internally and externally with excellent customer service and professionalism.

Education, Knowledge, Skills & Experience Required:
High school graduate plus six years’ relevant experience, including two years as an Executive Assistant.
Two years of advanced education may be substituted for one year of experience; a four-year college degree may be substituted for four years’ experience.
Previous experience with C-level is highly desirable and/or working with upper-level management at various organization levels.
Requires broad knowledge of organizational operations and policy, discretion and technical skill
Ability to accurately capture and transcribe minutes of meetings; word processing/typing at a level of 60 WPM; excellent organizational skills; strong communication skills both verbal and written; good judgment; excellent customer services skills necessary to maintain good working relationships with other employees and all outside contacts; excellent attention to detail; and must work both independently and as a team player.
Computer skills should include proficiency in Office 365, including Microsoft Word, Excel, PowerPoint, and Outlook as well as experience working in Microsoft Teams environment, SharePoint, and One Drive document storage and videoconferencing platforms, including Zoom and Teams.
Other Qualifications:

Strong project coordination and organizational skills that reflect ability to perform and prioritize multiple tasks with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
Excellent written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Emotional maturity
Embody and promote Jefferson Center values
Highly resourceful team-player, with the ability to also be extremely effective independently
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
Forward looking thinker, who actively seeks opportunities and proposes solutions
Essential Duties:
Provide direct administrative assistance to the CBDO, including schedule, coordinate and attend meetings as requested and record minutes of all assigned department, committee, and other meetings when necessary; initiate and/or draft responses to written correspondence; make travel arrangements and support conference registrations; prepare itineraries for approved staff
Screen and/or route telephone calls, incoming mail, publications and other correspondence for executive and department
Complete purchase order, expense report and credit card reconciliation for department
Provide back up support to other Executive Administrative Assistants
Prepare or assist in the preparation of reports and agendas for department
Track trainings and events in business chamber calendars, community hubs and other community calendars
Manage inventory of marketing and training material and place orders
Schedule community events in Eventbrite for communications department to promote to internal and external contacts
Coordinate arrangements for internal and external meetings
Sponsorship Management – serves as liaison to partner organizations that we support with sponsorships; maintain the record of past and current sponsorships; coordinate the sponsorship payments and receipt of all the benefits of those sponsorships (e.g. event tickets/registrations, promotional opportunities/visibility)
Fulfill and coordinate online tickets placed for department from internal team members
Support department events, campaigns, and projects for both internal and external audiences
Complete projects and special assignments as needed to advance initiatives for the department
Note: Employees are held accountable for all duties of this job. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job.

Salary Grade 13 – $60,400 – $76,800*

Additional Salary Information*:

The salary range above is based on 1.0 FTE (full time equivalent) or 40 hours per week. Less than 40 hours/week will be prorated and adjusted to the appropriate FTE.*

Application Deadline: 12/3/2024. Review of applications will begin immediately.