Executive Assistant to the Chief Executive Officer (CEO)

Full Time
Madison, WI
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The Foundation for Black Women’s Wellness (FFBWW) is seeking a Marketing, Communications, and Events Coordinator to help advance our commitment to Empowering a Generation of Well Black Women. This position will play a key role in realizing our organization’s mission to energize, mobilize and support Black Women to transform their lives through education, advocacy, and powerful partnerships. 



Reporting directly to the CEO, the Executive Assistant provides high-level support in a one-on-one working relationship. They will serve as the primary point of contact for internal and external stakeholders on all matters pertaining to the office of the CEO. This Executive Assistant will also serve as a liaison to the Board of Directors and senior management teams; organizing and coordinating executive outreach and external relations efforts, and overseeing special projects. This is a trusted role with significant responsibility in carrying out the daily work, priorities, and smooth operation of the Foundation's business and programming. The right candidate must be creative and able to thrive in a small but fast-paced entrepreneurial environment that is mission-driven, results-driven, community-oriented, and growing in its local, statewide, and national reach. 


The candidate should have the ability to exercise sound judgment in a variety of situations and have the ability to maintain a realistic and steady balance among multiple priorities. They should have the ability to work independently on projects, from conception to completion, and handle a wide variety of activities and confidential matters with discretion.


Specifically, the Executive Assistant to the CEO will be responsible for:


Executive Support

  • Completes a broad variety of administrative tasks for the CEO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is often confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for high-level meetings.
  • Plans, coordinates and ensures the CEO's schedule is followed and respected. 
  • Communicates directly and on behalf of the CEO with Board members, donors, Foundation staff, partners, external stakeholders and others, on matters related to the organization’s priorities and initiatives.
  • Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response. 
  • Provides a bridge for smooth communication between the CEO's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff. 
  • Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. 
  • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO.
  • Successfully completes critical deliverables with a hands-on approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead The Foundation. 
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures.
  • Assists with organizational marketing, communications, and public relations activities.
  • Other duties as assigned.
  • Serves as the CEO's administrative liaison to the Board of Directors.
  • Adheres to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
  • Schedules and maintains calendar of board meetings, minutes, and communications between the CEO and Board members and committees; manages Board travel.

 

Senior Management Liaison 

  • Participates as an adjunct member of the Executive Team including. 
  • Assists in coordinating the agenda of senior management team meetings, all-staff meetings, both on and off-site.
  • Facilitates coordination of senior staff travel and outreach plans.


Requirements

  • Unrelenting commitment to elevating Black women’s health and advancing our mission and vision.
  • BA preferred with a minimum of 7 years of experience in office administration, executive-level support, Board relations, development, project management or major events coordination.
  • Excellent verbal and written communication skills and judgment with the ability to maintain privacy and confidentiality.
  • Exceptional skills in the areas or organization, attention to detail, time management, ability to manage multiple projects, define and set priorities and problem solve.
  • Proficient in Microsoft Word, Outlook, Excel; Google Docs; experience with donor databases and design software is a plus.
  • Demonstrated team player with strong collaboration abilities.
  • Ability to take initiative with projects to work independently.
  • Knowledge of telephone and electronic mail etiquette.
  • Flexibility in schedule, with availability to work evenings and weekends 
  • Must be willing and able to travel occasionally.
  • Valid driver’s license.


Job Details

This is a full-time salaried and benefits-eligible position. Minimum salary is $55,000; salary is negotiable based on experience.


Application Instructions

Submit a resume and cover letter describing your experience and interest in the role, names and contact information of at least 3 professional and personal references, as a single PDF to admin@ffbww.org. We will be reviewing applications on a rolling basis until the position is filled.

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About the Foundation for Black Women’s Wellness

Established in June 2012, The Foundation for Black Women’s Wellness is a Wisconsin based non-profit organization committed to mobilizing Black women to pursue and sustain mind-body-spirit wellness, and to raise the visibility and support of Black women’s health as a community and public health priority. 

Our purpose.    

Empowering a Generation of Well Black Women.

Our mission.     

We energize, mobilize and support Black women to transform their lives through education, advocacy and powerful partnerships.

Our Vision.       

We envision a world where Black women are healthy, thriving, and free.