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Executive Assistant and Project Support

HIRED
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POSITION SUMMARY

The primary function of this dual role is providing key administrative support to the President & CEO as well as Hired’s Board of Directors.   Working closely with the CEO ensures a smoothly operating executive office, including calendaring, coordination for a range of external meetings as well as internal program, department, and organization wide convenings and initiatives. This position supports all aspects of the Hired Board of Directors including but not limited to: scheduling, meeting preparation, minute taking and more for each board subcommittee and the full board. Confidentiality, professionalism, and a proven track record of engaging with a wide variety of stakeholders—including participants, staff, employers, funders, and nonprofit and government partners are required for this public facing role.

This role also works closely with the HR Director in talent recruitment, employee engagement and special projects as needed.

The Executive Assistant operates as a key partner in integrating work streams, identifying needs, articulating the plan to achieve those needs, and gains the necessary alignment to prioritize and execute.  


 

ESSENTIAL FUNCTIONS

Executive Administration

  • Provide calendar management and scheduling for Hired’s President & CEO for external meetings and convenings, as well as internal meetings and cross-organizational efforts and initiatives.
  • Navigate complex calendaring through Outlook and Teams to ensure efficiency and maximum use of leader's time, effectively navigating changing priorities as they occur.
  • Demonstrate capacity for critical thinking to optimize relationships for priorities and calendaring.
  • Demonstrate foresight to effectively manage upcoming priorities and ensure the CEO is prepared to accomplish objectives with materials and business recaps needed.
  • Operate as a liaison between leaders, team members, and cross-functional partners, especially in Central Services (HR, Advancement, Finance) but throughout the organization.
  • Demonstrate initiative, discretion, and sound judgment to proactively anticipate needs, respond swiftly, and identify opportunities to streamline or improve processes.
  • Maintain effectiveness and sound judgment amid changing priorities and time-sensitive demands.
  • Create and collect content to compile agendas, materials, PowerPoints, etc., for internal and external meetings.
  • Plan and coordinate meetings in collaboration with CEO, Advancement, and Human Resources to include preparing the agenda, planning logistics, preparing materials, and ensuring that everything runs smoothly during the meeting.  This includes Board and Board Sub-committee meetings, internal organization wide meetings, HR meetings including new employee onboarding, and more.
  • Ensure all correspondence is accurate, complete, and properly handled.
  • Act as a key partner on special projects as needed.

Board Engagement and Coordination

  • Support the scheduling, planning, preparation, agenda creation and minute taking for board and committee meetings.
  • Serve as key liaison while demonstrating active welcome to Hired’s board of directors for onboarding, committee engagement, etc. 

 HR Coordination

  • Coordinate Hired’s recruitment process: create ADP requisitions and ensure that job postings are created in partnership with marketing and disseminated to Hired’s sources and network. Send all staff emails regarding current job openings. Pursue other opportunities for sourcing talent.
  • Maintain and keep current the ADP Homepage. 
  • Regularly update Hired’s organization chart(s).        
  • Assist HR Director in organization wide initiatives and events relating to employee engagement.
  • Assist in tasks required to achieve HR and organization wide strategic goals. 
  • Act as a key partner with the HR Director on special projects as needed.
  • Demonstrate a growth mindset and offer suggestions for process improvement. 
  • Demonstrate discretion and maintain confidentiality. 

 

SKILLS AND ABILITIES

  • Progressive administrative assistant experience, supporting C-suite executives in a 1-1 partnership at high-growth organizations.
  • Self-driven and strong work ethic capable of thriving in a fast-paced work environment.
  • Strong project management and organizational skills with an ability to balance multiple, high-priority projects simultaneously while meeting deadlines.
  • Strong relationship management, political intelligence and customer service skills.
  • Operates with a growth mindset to challenge the status quo and explore new possibilities.
  • Proactive thinking and communication skills with high attention to detail.
  • Skilled at creating professional and visually sophisticated PowerPoint presentations, virtual meeting set up in Teams and Zoom and planning skills.
  • Ability to see what pressures the leader faces and identifies ways to lessen them.
  • Strong organizational and coordination skills, utilizing multiple tools and resources for effective tracking and follow through.
  • Ability to establish trust and handle confidential information.
  • Capacity to be self-aware, handling interpersonal relationships judiciously and empathetically.
  • Strong knowledge and proficiency with Office 365 (Teams, Outlook, Microsoft Word, and Excel).
  • Commitment to diversity, equity, and inclusion.

5+ years’ experience in similar Executive Assistant role.

 

 

EDUCATION AND EXPERIENCE

Bachelor’s Degree preferred.  Minimum qualifications: High school diploma, minimum of 5 years progressive administrative assistant experience, supporting C-suite executives in a 1-1 partnership at high-growth organizations. Advanced computer proficiency in Microsoft Office Suite 


 

PHYSICAL REQUIREMENTS

Able to sit for extended periods, perform computer and data entry functions. Lifting requirements may include occasional lifting up to 20 pounds. Additional physical requirements that occur may not be listed above but are inherent in performing the position’s essential functions.


 

WORKING ENVIRONMENT

Sedentary position. Use of general office equipment to include telephone, personal computer, copier, fax, and other office equipment. Will be required to maintain regular business hours on a daily basis. This position works in a hybrid schedule in office about 2 days a week with availability to working in person when the need arises.