Executive Assistant

 

 

 

JOB TITLE:  Executive Assistant

DEPARTMENT: President

REPORTS TO:   CEO, CFO, Advancement

FLSA STATUS: Full-time- Exempt  

SALARY: Very Competitive

RELOCATION:  – NO

LOCATION: Tucson, AZ

POSITION SUMMARY: We seek a highly organized and motivated Executive Assistant to provide comprehensive support to the President’s Office, Advancement Department, and Finance Department. The ideal candidate will thrive in a dynamic environment, managing multiple priorities while maintaining professionalism and confidentiality.

ESSENTIAL FUNCTIONS:

Direct Support:

• Manage the calendars of the President, CFO, and Chief Advancement Officer, scheduling meetings, appointments, and events.
• Prepare and organize meeting agendas, minutes, and follow-up action items for all executive meetings.
• Screen and prioritize phone calls, responding on behalf of the executives when appropriate.

Communication:

• Serve as the primary point of contact for internal and external stakeholders, ensuring effective communication across the organization.
• Draft, edit, and proofread correspondence, reports, and presentations for the executives.
• Facilitate communication between the President’s Office, Finance, and the Advancement Department.

Project Management:

• Assist in managing special projects and initiatives for the President, CFO, and Chief Advancement Officer, tracking progress and deadlines.
• Conduct research and gather information to support decision-making processes related to fundraising and organizational initiatives.

Office Management:

• Maintain organized filing systems and ensured efficient office operations for the executive team.
• Coordinate department and board meeting logistics, including venue selection and catering.
• Manage budgets and prepare expense reports for the executives’ activities and departmental initiatives.
• Arrange travel logistics, including itineraries and accommodations, for the Board, President, CFO, and Chief advancement Officer.

Confidentiality:

• Handle sensitive information with the utmost discretion and integrity.

EDUCATION &  EXPERIENCE:

• Bachelor’s degree or equivalent experience preferred.
• 3+ years of experience as an executive assistant or in a similar role, preferably within a nonprofit environment.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Strong problem-solving skills and a proactive approach.

KNOWLEDGE, SKILLS & ABILITIES:   

• Knowledge of Administrative Procedures: Familiarity with office management and administrative protocols.
• Project Management Skills: Planning, executing, and overseeing projects effectively.
• Technical Proficiency: Using office software and technology, including project management tools.
• Interpersonal Skills: Strong ability to build relationships and communicate effectively with diverse groups.
• Time Management: Ability to prioritize tasks and manage time effectively to meet deadlines.
• Attention to Detail: High level of accuracy in work and communication.
• Discretion and Confidentiality: Strong professionalism and handling confidential information appropriately.

BEHAVIORAL STANDARDS

• Seek to be a role model in attitude, speech, and actions in a consistent daily walk with Jesus Christ.
• Integrate Biblical principles and a Christian worldview into all organizational objectives and goals.
• Have a personal relationship with Jesus Christ.
• Agree to uphold Intentional Life Media Statement of Faith.
• Be willing to submit to and honor the standards outlined in the Employee Handbook and Ethical Positions Statement.

We offer an exceptional benefits plan including Vacation, Paid Sick Time, Personal Days, 401K——Company Match, Paid Holidays, Health, Dental, Vision Benefits, and Company-Paid STD and LTD.

We are an Equal Opportunity/Affirmative Action Employer

 We care about our team and provide competitive compensation with opportunities for advancement.  If interested, please complete the application with a cover letter and resume to hr@flc.org