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Dermatology Foundation- Executive Assistant, Office Management and Executive Affairs
Nonprofit HRUnited Statesfull_timeVerifiedPosted 15 Jul 2024
About the role
POSITION SUMMARY
The position serves as the executive assistant to the executive director and assistant in the operations and management of the Foundation's business and executive affairs.
The Executive Assistant serves as the primary point of contact for the Foundation and assists and coordinates the daily administrative functions to effectively and efficiently manage the office's needs. The Executive Assistant is chiefly responsible for providing comprehensive administrative support to the management team and plays a pivotal role in facilitating the executive affairs of the Foundation.
Working closely with the Executive Director (ED), the Executive Assistant offers staff support to the Board of Directors, Advisory Council, and other key committees. This position is integral to the overall operation of the Foundation, maintaining daily contact with staff, committee and board members, and volunteers and managing various projects. The Executive Assistant's contributions significantly impact the Foundation's effectiveness and success.
ESSENTIAL DUTIES AND RESPONSIBILITIES
QUALIFICATIONS, KNOWLEDGE, AND SKILL REQUIRED
The position serves as the executive assistant to the executive director and assistant in the operations and management of the Foundation's business and executive affairs.
The Executive Assistant serves as the primary point of contact for the Foundation and assists and coordinates the daily administrative functions to effectively and efficiently manage the office's needs. The Executive Assistant is chiefly responsible for providing comprehensive administrative support to the management team and plays a pivotal role in facilitating the executive affairs of the Foundation.
Working closely with the Executive Director (ED), the Executive Assistant offers staff support to the Board of Directors, Advisory Council, and other key committees. This position is integral to the overall operation of the Foundation, maintaining daily contact with staff, committee and board members, and volunteers and managing various projects. The Executive Assistant's contributions significantly impact the Foundation's effectiveness and success.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Executive Support – Provides administrative and project support for the ED and Deputy Executive Director (DED).
- Board of Directors and Advisory Council – Assist the Executive Director in planning and coordinating governance meetings, including organizing meeting and conference call arrangements, coordinating the development of all meeting materials, and maintaining related files.
- Accounting and Investment Support – Assist the ED and DED with accounting and administrative investment responsibilities. Share and maintain records as needed and adhere to the Foundation's accounting procedures and processes protocol for tracking and storing information.
- Data Maintenance – Manage and update the Foundations Neon database, including member records, to ensure they are current.
- Office Administration and Ad Hoc Projects – Serve as the first point of contact for all telephone calls to the Foundation. Ensure office equipment is maintained and serviced. Maintain office procedures and complete ad hoc special projects to support the Foundation's mission.
- Meeting/Special Event Planning and Coordination – Coordinate vendor and hotel arrangements for meetings and events. Collaborate with staff to plan and implement small meeting arrangements, including managing the Foundation's exhibit booth.
- Maintains DF Assets and Files – Keep accurate records of historical photos, files, Board documents, and other ancillary documents.
QUALIFICATIONS, KNOWLEDGE, AND SKILL REQUIRED
- A high school diploma or equivalent, including a minimum of ten (10) years of proven experience as an executive assistant supporting executive leaders, preferably in a nonprofit setting; a college degree is preferred.
- Demonstrated entrepreneurial drive and proven ability to be self-motivated to learn, grow, and succeed. Ability to work independently with minimal direction, quickly learn systems, processes, and procedures, promptly assimilate information, and build solutions to balance the business needs of the Foundation.
- Presents a positive, professional image of the Foundation by delivering and maintaining high customer service and quality standards when interacting with staff, volunteers, members, and committee members.
- Highly effective interpersonal and communication skills, including communicating orally, writing, and presenting effectively and co
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