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 full-time Executive Assistant to the CEO to help advance our commitment to elevating and empowering Black women to build and sustain healthy, wellness-centered lives. This position will play a key role serving as the right hand of the CEO in realizing our organization’s mission to energize and mobilize 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. This person will serve as a project coordinator for both personal and professional projects. 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; organizes and coordinates executive outreach and external relations efforts, and oversees 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 will 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 will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to 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. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the CEO's time and office.
  • 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. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. 
  • Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO, some of which may have organizational impact. 
  • Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement 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.
  • Completes a broad variety professional and personal assistance tasks, including running errands, booking personal appointments and scheduling travel arrangements.
  • Other duties as assigned.


Board Support and Liaison

  • Serves as the CEO's administrative liaison to the Board of Directors.
  • Maintains discretion and confidentiality in relationships with all board members, partners, employees, contractors, and external consultants. 
  • 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 assisting in scheduling meetings and attending and note taking at all meetings. 
  • 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.


Communications, Partnerships, and Outreach 

  • Ensures that the CEO's and Senior staff bios are kept updated and responds to requests for materials regarding the CEO and the organization in general.
  • Edits and completes first drafts for written communications to external stakeholders.
  • Assists with organizational marketing, communications, and public relations activities.

Strategic Initiatives 

  • Works with the Executive Team, Programs staff and other committees in coordinating the CEO's outreach activities.
  • Follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.
  • Edits and creates acknowledgement letters from the CEO to donors.

Requirements

  • Unrelenting commitment to elevating Black women’s health and advancing our mission and vision.
  • BA preferred with a minimum of 2-5 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 judgement 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, including availability during and outside of regular working hours including weekends and evenings.
  • Must be willing and able to travel.
  • Valid driver’s license.


Job Details

This is a full-time salaried and benefits-eligible position. 

Application Instructions

Submit a resume and cover letter describing your experience and interest in the role, and names and contact information of at least 3 professional and personal references, as a single PDF to info@ffbww.org no later than February 15th, 2021 at 5:00 PM. For questions, contact info@ffbww.org with any questions. No calls please.