Senior Executive Assistant

Senior Executive Assistant

Partners with the President and COO, as well as other senior staff leaders to ensure optimal use of executives time. Manages complex scheduling, board and committee operations, communications, reporting, and special projects to ensure efficient executive operations and effective governance. Exercises sound judgment, maintains confidentiality, and serves as key liaison with board members, staff, and external stakeholders.

Responsibilities:

- Handle all administrative tasks for the President:

Manage complex executive calendars, prioritize scheduling requests, and coordinate travel arrangements; confirm appointments and greet visitors upon arrival

- Prepare correspondence/draft emails, presentations, reports, credit card expense reconciliations in Financial Edge, and other executive materials

- Monitor deadlines, track follow-up items, and help ensure timely completion of commitments

- Draft executive administration departments annual budget

- Prepare and code check requests for incoming invoices in Financial Edge upon approval; prepare monthly variance report

- Coordinate, schedule and draft agendas for quarterly Board meetings, Advisory Board, annual Emeritus Board, Special Task Forces, and quarterly Executive, Governance, Finance, and Investment committees as well as the bimonthly leadership meetings and annual offsite planning retreat (send calendar invites; reminders with minutes; track attendance); schedule bi-monthly meetings with all direct reports.

- Attends all Board and assigned committee meetings to take and draft minutes (2 Boards; 4 committees).

- Maintains board intranet site (Easy Board); upload Board, Advisory Board, Adolescent Advisory Council and committee meeting documents in timely manner

- Update contact list, Easy Board, and Outlook distribution groups for Board of Directors, Advisory Board, Emeritus Board, Adolescent Advisory Council, and all committees and distribute updates internally as appropriate

- Maintains updated Bylaws, annual Board and Advisory Board Orientation manuals, Governance forms, Board/Advisory Board and committee minute books, and biennial Board evaluation surveys. Maintains/updates volunteer chronology report, Board and Advisory Board officer terms, committee Chair terms, Board and Advisory Board needs analysis/profile matrix and track new and/or retiring Board and committee members

- Provides back-up receptionist relief once per week at lunch and helps cover if receptionist is sick, on vacation, etc.

Scheduling and Communication

- Serve as liaison between the President, senior leadership, board and committee members; schedule meetings and assist President in preparation of all meetings; make and distribute meeting handouts

- Assists other senior staff members with meeting/calendar scheduling as needed

- Manage incoming and outgoing communications, including internal and external mail, email, faxes and phone calls; draft emails as needed

- Prepare and send birthday cards to Board members and birthday e-card to all staff from CEO.

Reports and Special Projects

- Maintains accurate records and files for management reporting, budgets, etc.

- Assist in material preparation; meeting materials and presentations

- Acts as coordinator for special projects as requested (i.e. annual Leadership retreat; Strategic Planning)

Meeting Logistics

- Creates PowerPoint presentations and Excel reports

- Assist in monitoring key dates, deadlines, etc.; follow up on various activities to ensure completion and deadlines are met; email meeting reminders

- Coordinates refreshments for the meetings, reserves appropriate meeting room, and coordinates technology needs with IT.

- Drafts and distributes minutes of all Board and committee meetings.

Office Management

- Reviews operating practices and procedures in order to determine whether improvements and efficiencies can be made in areas of workflow, reporting procedures, or expenditures

- Be available to train lower-level clerical staff as needed

- Order kitchen supplies as needed: water, coffee, creamer, paper towels

This position should have sufficient preparedness in the following areas:

- Proficient use of MSOffice Suite of products; Outlook, Word, Excel, PowerPoint

- Proficient in database management; Powerplan; Raisers Edge; Financial Edge

- Self-starter; team player

- Ability to manage multiple projects, prioritize effectively, and meet goals and deadlines; strong planning, organizational, and analytical skills

- Ability to handle sensitive information with discretion

- Demonstrated business writing and editing skills; familiar with dictation

- Ability to work independently or with little supervision; able to think proactively and plan ahead

- Well-developed interpersonal and communication skills

- Professional and calm attitude; flexible

- Basic knowledge of operations for computer, copier, fax, postage machine, etc.

- Knowledge of emergency procedures for fire, disaster and unplanned incidents

Benefits include:

- 9 paid organization-wide holidays

- 1 paid personal holiday

- Accrued PTO

- Medical, dental, and vision insurance plans

- Employer match toward 403(b) retirement savings account for eligible employees

- Employee assistance program for free or reduced financial counseling, mental health counseling, and other confidential professional assistance

- As a 501(c) (3) nonprofit organization, Skyland Trail is a Public Service Loan Forgiveness (PSLF) qualified employer. Full-time employees may qualify for the federal student loan forgiveness program

Workplace Culture:

Skyland Trail is a nonprofit mission-focused organization with five campuses in Atlanta and about 250+ employees. Employees work collaboratively in small teams. Cross-departmental committees and working groups help ensure quality and performance improvement. Each and every employee plays an important role in our clients healing and recovery.

Commitment to Community Health:

Skyland Trail values the health of our staff and clients and has taken steps to ensure a healthy campus and community. Please note that Skyland Trail is a 100% nicotine-free campus. There is no smoking, vaping, or tobacco use permitted anywhere on campus, indoors or outdoors. Skyland Trail also recommends employees to be fully vaccinated for Covid-19 and to receive a CDC-approved influenza vaccination annually.

Skyland Trail respects and values individuals and their diverse histories, abilities, identities, and perspectives. We work to ensure all aspects of our organization reflect our commitment to diversity, inclusion, and cultural equity.

Qualifications

Qualifications:

- Minimum of a Bachelors degree in a related field or five (5) years experience

- Knowledge of and proficiency with computers

- Proficiency in database management

- Minimum 55 wpm