The Executive Administrator leads and directs the administration needs of the President and CEO, including support for the Executive Office and the Board of Directors. S(he) will meaningfully serve at the most senior levels in a critical role to support the mission advancement of a successful nonprofit focused on early education and care. This person will serve as a strong partner to the President & CEO and the Executive Office with leadership and assistance for simple as well as complex administrative tasks and projects. This position supports the President & CEO and the Board of Directors, co-reports to the President & CEO and Chief of Staff and closely coordinates with the senior management team across the agency.
Key Responsibilities:
Administrative Support & Executive Coordination
- Serve as the executive administrator to the President & CEO, including administrative support, planning, scheduling and gatekeeping
- Schedule and prepare materials for Board, executive and senior management; support the executive office on materials for all staff meetings and gatherings
- Maintain executive office supplies and process various corporate procurements and orders as needed
- Help process executive timecards including edits and processing PTO requests
- Coordinate and support the front office team with mail, phone, visitors and related duties as require
- Support the agency and partners in securing the signature of President & CEO and/or advancing needed process steps
- Support Executive office with procurement processes and procedures as needed
- Oversee executive floor conference rooms, workroom and kitchen usage, scheduling and cleanliness
- Ensure safety measures are known and supported on the executive floor
- Support receptionist and other executive administrators as needed
- Other duties as required for the successful operations of the organization
Calendar Management / Meeting & Travel Arrangements:
- Field inquiries and requests on behalf of the President & CEO to facilitate efficient response to needs and issues both internal and external
- Actively manage the CEO’s calendar including proactively resolving conflicts and prioritizing commitments
- Actively steward the CEO’s day to ensure meeting appointments are timely and time for urgent matters is scheduled
- Schedule all aspects of President & CEO travel arrangements, providing detailed meeting and travel itineraries for executive office
- Arrange meeting rooms, catering, presentation materials and technology as needed for meetings
- Steward virtual meetings to ensure ease of use in technology and ensure all parties are supported
Board of Directors Administrator & Liaison
- Develop strong and supportive relationships with Board Directors to help ensure a cohesive, and well-functioning Board
- Support the Board Chair with needed tasks
- Coordinate and prepare all correspondence and secure online board portal for Board Directors
- Oversee administrate aspects for CCA Board of Directors, Foundation Board of Directors, Title Holding Company Board of Directors Meetings and 6 related Board Committee Meetings: call for information, scheduling, agendas, venue, logistics, meals, minutes and Board Packets via CCA’s online Board platform including all related entities
- Coordinate New Board Director Orientation materials and update Board Member Handbook
- Coordinate new Board Director and existing Director processes including orientation to Board portal usage, security badges, background checks and annual forms are completed and properly maintained
- Maintain the Board portal and agency distribution list(s) related to Board and Committees
- Proactively monitor planned attendance at all Board and Committee meetings to ensure CEO and Chair are consistently meeting quorum and can support follow-up with Board Directors when needed
- Maintain key organizational documents (paper, electronic and portal-based) including all Board and Committee minutes, Board packets, Board-related policies for the agency and on the agency’s online Board platform
- Exercise executive discretion and confidentiality on all executive and Board matters.
- Coordinate and execute outreach and response to Board Committee Chairs and tend to Committee minutes
- Manage the ongoing usage of an online portal (currently BoardVantage) for use by Board and executives; ensure competency of Board Directors by providing support and scheduling BoardVantage training
Communication
- Serve as the “face” of the Executive Office in warmly receiving and supporting all staff and guests
- Draft and proofread executive correspondence, presentations, documents and agenda for accuracy, as requested
- Actively maintain the Board portal and all Board communications for accuracy
- In coordination with the front office, manage incoming and outgoing mail processes
Executive Strategy and Implementation Support
- Partner with senior leadership team to help the organization and its Board achieve its mission and strategic plan
- Suggest and introduce systems, tools and approaches that support strong implementation, communication and coordination in a large and growing agency
- Support the coordination of leadership team (monthly). quarterly senior leadership meetings, leadership retreats, annual All Staff event and annual fundraising event
- Coordinate high-level community convenings, community leadership meetings, and related events
- Support CEO with senior-level recruitments, interviews and hiring processes
Required Capabilities
- Support the mission, vision, and strategic goals of Child Care Associates in service of both internal and external customers
- Highly adaptive to management styles and changing needs, reprioritizing tasks and projects as needed
- Function as a true professional while maintaining warm, positive relations with all
- Follow and support CCA’s policies and procedures and works to live out CCA values
- Participate as a team member utilizing a collaborative style to achieve mutual goals
- Inspire proactive, creative cross-functional thinking across the team
- Gain the confidence and respect of Board Directors, senior leaders, agency leaders, professional advisors and donors
- Performs other related duties as assigned.
Minimum Requirements
- Education: a bachelor’s degree is preferred (but relevant work experience is considered); business, marketing, communications or other relevant field of study desired
- 3-5 years’ experience as a consultant, executive administrator or senior project leader with significant executive exposure preferred
- Excellent communication skills, and the ability to build trust and demonstrate authenticity; upstanding personal character; follow-through on commitments
- Experience supporting and communicating senior leaders, community leaders, executives and/or aboard of directors
- Comprehensive knowledge of relevant applications such as Microsoft Outlook, Teams, Word, Excel, PowerPoint, Zoom and the ability to learn new technology quickly
- Impeccable interpersonal, organizational, and time management
- Accuracy and attention to detail
- Experience in handling and maintaining sensitive and/or confidential information
- Insured and reliable vehicle for transportation.
- Must meet all health and safety requirements, including:
- Passing a pre-employment and/or periodic physical exam
- TB screening at hire and periodically if needed.
- Background check and renewals as required
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
- Must be able to frequently walk, stand and sit.
- Repetitive use of hands; reaching and turning;
- Ability to lift up to 30 pounds; light lifting of supplies and materials;
- Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.
- Must be able to twist, turn, kneel, bend and stoop.
