Executive Assistance

Job Title:  Executive Assistant

Department:  Administration

Reports To:  President & CEO

FLSA Status:  Exempt

Classification:  Full-time

Effective Date:  August 2017

Revised: February 2025

Summary: 

This position primarily provides oversight of all high-level logistical, project and administrative support to the CEO, including but not limited to research and presentation development/preparation, Board of Directors coordination and support, travel logistics, lead event coordination, organization of meetings, special events and calendar management.  The Executive Assistant reports to and works closely with the CEO. Additional projects and tasks may be assigned working with the Senior Leadership Team, Board of Directors and employees of the organization as needed.

Essential Duties and Responsibilities:

• Manage the CEO’s calendar, email and project timelines.
• Maintains confidentiality of issues addressed in the office of the CEO and CFO.
•  Assess incoming requests for the CEO to effectively plan to ensure key priorities are met first. 
• Utilize project-planning methods when necessary to track the CEO’s projects.
• Support the CEO’s external & internal communications upon request.
• Lead coordination and support for Leadership Team meetings.
• Lead the logistical coordination of Board meetings, various staff meetings, events, conferences, retreats and other meetings as necessary:  ordering/set-up of food & refreshments, providing necessary documents and communication materials, arrange audiovisual support when necessary.  Includes onsite & offsite meeting locations.
• Arrange, track, communicate, and ensure preparation of travel itineraries and related materials for the CEO.
• Responsible for providing own transportation to meet with WCA stakeholders and partners.
• Screen incoming meeting requests for the CEO and follow-up on priorities.
• Complete timely expense reports and credit card reconciliation for the CEO.
• Review and monitor budgets relating to specific events and special projects.
• Manage coordination and tasks related to annual special events as assigned.
• Maintain accurate and up-to-date Board documents and electronic files on the WCA Management drive.
• Coordinate distribution and/or production of Board & Committee materials.
• Prepare and edit reports and presentations as needed.
• Conduct detailed research as directed by the CEO for presentations, meetings, and special projects.
• Maintains confidentiality in all aspects of client, staff, Board and agency information.
• Other special projects and duties as directed by the CEO.

Education and Experience:

• Bachelor degree or equivalent work experience required.
• A minimum of 3 years of prior administrative experience preferred.
• WCA also strongly values the personal, lived experience of individuals from all backgrounds.

Qualifications:

• Must be able to uphold the agency image as a liaison for the CEO for internal and external constituencies
• Excellent interpersonal relationship management skills
• Self-motivated, team player excited to work in a fast-paced environment

• Ability to manage multiple projects and follow through in a timely manner
• Excellent communication skills with internal and external staff, clients, board, donors and other stake holders

• Strong aptitude to see and manage a variety of assignments and effectively coordinate to ensure projects are complete on time
• Attention to detail and a dedication to accuracy
• Excellent writing skills with impeccable grammar cognition
• Advanced Word, Excel, PowerPoint, Outlook, and internet skills essential
• Ability to handle confidential information in a professional & discrete manner

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 job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee will be in a normal office environment while performing the duties of this job and will be required to sit, stand, walk and occasionally lift and/or move up to 10 pounds.  In addition, employee will be required to drive to other locations to conduct company business.