Executive Assistant

About Gladney:

For more than 135 years, Gladney has been a pioneer and leading voice for improving the lives of children, adoptive families and birth parents. With unwavering commitment, through good economic times and bad, we have focused on our mission and made a difference in the lives of birth parents, families and children here and around the world.

Position Description:

Provides high-level administrative support to the Senior Gladney Executives. Requires thorough knowledge of company operations, policies, and procedures. Handles details of a highly confidential and business nature. Strong multi-tasking, analytical thinking, business acumen, executive presence, and organizational skills in a fast-paced work environment. Strong working knowledge of computers and technology with the ability to learn quickly. Flexible with the ability to reprioritize tasks quickly when needed.

Responsibilities:

• Handles a wide range of administrative and support tasks and independently initiates and implements processes to manage projects, information, and people.
• Manages multiple executive’s schedule, meeting preparations (agendas and presentations), follow-up tasks, and complex travel arrangements.
• Works with Executives to anticipate needs and provide ongoing support to the entire executive team.
• Develops positive relationships at all levels of the organization and appropriately engages with the Board of Directors.
• Conducts research and information-gathering on behalf of multiple executives and synthesizes, prepares summaries, reports, and provides potential solutions to problems.
• Manage key administrative responsibilities including supplier management for office supplies, vendors for the commons, telecom and other support services.
• Managers use of community conference space and is the the focal point primary contact for catering needs for the organization.
• Tracks recurring reporting requirements and ensures timeliness of submission on requests and responses.
• Maintains relevant information on all major projects and strategic initiatives.
• Prepares presentations, business reports and communication pieces for various audiences.
• Take initiative to see and act on what needs to be done.
• Monitor performance and tracking progress on action items.
• Recording and reporting meeting minutes and attendance as needed.
• Arranges travel and manages expense reports on behalf of the executives.
• Uses discretion, judgement, and knowledge of the organization to facilitate the executive's activities and maintain confidentiality.
• Coordinates and organizes large meetings, events and catering working with multiple stakeholders and vendors.
• Gain an understanding of Gladney’s business including familiarity with key stakeholders, community leaders, vendors, constituents, donors, etc.
• Is responsible for the management of the front desk operations ensuring all clients, employees and visitors are received and supported in a positive manner.
• Manages, coaches and develops a small team including the Receptionist and part time relief as well as coverage.

Skills and Experience:

• Ability to adapt to a changing work environment and be responsive to emergent needs and shifting priorities and pressures.
• Ability to anticipate and proactively plan for needs and challenges.
• Prior administrative experience that includes coordination of HR tasks, project coordination, and drafting of correspondence.
• Prior experience maintaining confidentiality of client, employee, and organizational information in the execution of responsibilities.
• Excellent organization, follow-through, and time management skills, including the ability to accomplish work based on priority while maintaining effectiveness under pressure and changing conditions.
• Exceptional written and verbal communication skills, including the ability to proofread communications, reports, and other project documents.
• Effective ability to compose, edit, and proofread emails and other written correspondence and materials.
• Technologically proficient in Microsoft Office Products including word processing, spreadsheets, PowerPoint, virtual meeting platforms and applications.
• Effective ability to manage multiple calendars and prioritize tasks using discretion to best meet the needs of the organization.
• Strong attention to detail and ability to follow-through on commitments to employees and clients.
• Superb customer service skills, including the ability to anticipate and understand needs and challenges, explore potential solutions, respond with empathy, and tailor support to best support the situation.
• Excellent project coordination experience and organization skills.
• Must be proactive and anticipate the needs of multiple C-suite members and prioritize multiple tasks and deadlines.
• Uses good judgement and be able to independently make decisions and solve problems.

Minimum Requirements:

• 5+ years of executive administrative experience supporting C-Level Executives; or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job as listed.
• Experience in Microsoft Office applications with emphasis on Excel formulas and functions, calendaring meetings with multiple competing schedules and PowerPoint.
• High school diploma or equivalent. Associate or bachelor’s degree preferred.