Executive Assistant Position Description

Position Title: Executive Assistant

Reports to: Executive Director

SUMMARY: Reporting directly to the Executive Director, the Executive Assistant provides support in a one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the Executive Director. The Executive Assistant also serves as a liaison to the Board of Directors and senior management teams, organizes and coordinates executive outreach and external relations efforts, and oversees special projects. The Executive Assistant must be creative, trustworthy, and enjoy working within an environment that is mission-driven, results-driven, and community oriented.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:

• Prepare and edit correspondence, communications, presentations and other documents
• Provide support to the Executive Director in a variety of areas, including coordination for Board committees
• Complete a broad variety of administrative tasks for the Executive Director including managing the calendar of appointments; composing and preparing correspondence; and arranging detailed itineraries and agendas
• Triage email communications and transfer to other departments or staff as necessary
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature. Determine appropriate course of action, referral, or response
• Make preparations for monthly Board of Director meetings and Committee meetings, as well as distribution of relevant reports and materials for Board Members
• Assist members of the Board of Directors and Board Committees in the coordination and execution of Board activities
• Plan and analyze assigned projects and implement new systems to meet agency goals
• Work closely with agency leadership in order to determine priorities for space utilization, office equipment, and building furnishings
• Other duties as assigned by the Executive Director

IDEAL PROFESSIONAL EXPERIENCE

The ideal candidate will have the following experience and qualifications:

• Bachelor’s degree in liberal arts or related field. Two years of administrative or human resources experience;

OR

• Associate’s degree in liberal arts, business or related field plus three years of administrative or human resources experience in non-profit setting. Some substitution of experience and training for academic degree may be allowed.
• Demonstrated ability to work in a hands-on environment with limited resources; computer knowledge must include Microsoft applications (Word, Excel, Outlook). Experience with social media a plus (Hootsuite, Instagram, Twitter, etc.)
• Must be detail-oriented, accurate, have strong organizational, communication, and writing skills, and able to manage multiple tasks simultaneously while working collaboratively in a fast-paced environment.
• Ability to communicate effectively with professionals of diverse backgrounds. Experience working in a culturally and linguistically diverse environment highly desirable.
• Ability to work a flexible schedule including evenings.
• Interest in social services, public policy, and community organizing preferred. Must support agency mission.

CORE COMPETENCIES

• Knowledgeable and sensitive to the issues affecting lesbian, gay, bisexual, and transgender people
• Demonstrated ability to work effectively with men and women of diverse backgrounds including age, gender, sexual orientation, education, and ethnicity, in a multicultural environment
• Understands the importance of confidentiality

Job Type: Full-time

Job Location:

• Memphis, TN

OUTMemphis empowers, connects, educates and advocates for the LGBTQ community of the Mid-South.

Elokin CaPece Director of Operations ecapece@outmemphis.org

Executive Assistant OUTMemphis Memphis TN

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