The Executive Assistant (EA) is a dynamic position that will be an integral part of a team who coordinates and executes technical and office administrative duties in support of the Director of Development & Engagement and Vice President of Programs, Impact, and Evaluation. The EA also implements projects that help the Alliance and Catalyst meet its mission, and under the supervision of the Director of Development & Engagement, provides administrative, event, membership, and scheduling support across the organization’s broad range of services. The candidate selected for this position will have a great opportunity for growth with our organization and professional development.
Administrative Support
· Perform a wide variety of executive and administrative duties as required to support daily operations of the Alliance and Catalyst Center
· Coordinate meetings, conference calls, and make travel arrangements
· Provide support for meetings by preparing agendas, minutes, handouts, coordinating with the venue, and ordering supplies as needed (e.g., administrative support for membership committee, apprenticeship advisory committee and planning meetings)
· Work independently or with a designated team on special projects
· Manage efficient file systems and/or databases vital to organizational operations (e.g., membership database, prospective member list, contracts, and grants trackers, sponsorships, membership dues, apprenticeship trackers including employers, and outreach activities)
· Maintain appointment schedules and calendars for the Director of Development & Engagement and Vice President of Programs, Impact, and Evaluation
· Maintain strong and positive relationships with constituents, community partners, and stakeholders
· Develop PowerPoint presentations, and format/edit reports as needed
· CRM and project management software staff contact (e.g., Salesforce and Asana)
Event Support
· Assisting in tracking sponsorships
· Collaborate with events team on creation of sponsor materials including coordinating sponsor logistics, communicating with sponsors, outreach and more
· Support apprenticeship program in execution of convenings and events (e.g., tracking RSVPs, logistics)
· Maintain and improve database of event sponsors
· Post-event follow ups including development, distribution, and analyses of sponsor evaluations
Membership Support
· Assisting Director in onboarding new members via creation of member profiles on GlueUp and managing listservs
· Updating member information on website and lists
· In collaboration with Director, staffing membership committee and providing administrative support via creating agendas, taking minutes, sending materials to committee members
· Updating member database, prospective member list, dues renewal trackers, and GlueUp directories
· Creating and updating membership outreach materials
Agency Support
· Attend staff meetings, as assigned
· Participate in professional development opportunities, as assigned
· Other duties as assigned
Education and/or Experience:
Bachelor of Arts/Bachelor of Science degree or equivalent amount of years in experience.
Skills and Characteristics:
Highly self-motivated and able to work independently.
Committed to diversity, equity, and inclusion in personal practice and policy matters.
Strong organizational skills, and ability to analyze and synthesize information efficiently and thoroughly.
Excellent writing skills with demonstrated experience conveying key messages clearly, timely, and succinctly.
