Executive Assistant to President

We are looking for an intellectually curious problem solver with the ability to juggle multiple priorities. Reporting directly to the President/CEO, the Executive Assistant performs administrative support for the President, managing her calendar, her correspondence and ever-replenishing to-do list. The Executive Assistant represents the President internally and externally and acts as liaison between the president and employees, board members, and donors. The successful candidate will believe deeply in the Library's mission to further education, literacy and democracy, have extremely strong writing skills, a high level of discretion, and thrive in a fast-paced environment. This is a full-time, non-union, exempt position. The salary range for this position is $85,000 - $90,000.

 
Responsibilities

Executive Management and Coordination 

• Ensure the President's time is maximized and aligned with organizational priorities by expertly managing the daily calendar and long-term schedule 

• Arrange and manage logistics for, and accompany the President at internal and external meetings and calls as needed 

• Anticipate and manage the President’s preparation for meetings and events in collaboration with senior management, often by drafting memos on a variety of issues, policies, and partnerships 

• Support the President in prioritizing and ensuring completion of next steps after meetings and calls 

• Attend weekly senior management team meetings and coordinate follow up 

• Manage the development and implementation of special projects and initiatives under the direction of the President 

Board Relations 

• Manage communication between the President and trustees 

• Coordinate full Board and committee meetings and prepare meeting materials  

• Update the Board’s web page and BoardEffect portal 

• Coordinate new Board member orientation, an annual Board retreat, and special events for Board members 

• Collaborate with the Press Officer to distribute a weekly newsletter to the Board from the President 

Communications/External Relations 

• Manage the President’s mail, e-mail inbox and phone, prioritize correspondence to facilitate timely responses, and draft responses when required 

• Maintain complete confidentiality when required, while otherwise maintaining open channels of communication with staff at all levels 

• Draft remarks for a variety of events and collaborate with the President on Library publications such as the Annual Report and Off the Shelf 

• Proactively interface with senior staff to ensure projects and meetings are aligned with organizational goals 

• Work closely with the Development team to coordinate donor events 

• Build relationships with external counterparts to facilitate President’s goals where possible 

Administrative Management and Support 

• Oversee President’s office administrative staff 

• Ensure senior management needs are met 

• Prepare and manage departmental budget and expense reports for the President’s office 

• Perform general administrative duties as needed 

Other duties and special projects as assigned 

Qualifications

• Bachelor’s Degree from an accredited school 

• 2-3 years’ experience in a similar role 

• Excellent calendar management skills, including the coordination of complex executive meetings 

• Versatile writing skills 

• Ability to proactively multi-task and adapt to changing and competing needs 

• Outstanding customer service 

• Ability to identify and resolve problems in a timely manner using sound judgment 

• Ability to be self-directed and work both independently and in a team 

• Interest in libraries, literacy, publishing, education, the arts, social justice, democracy, civic engagement and other related fields a definite plus 

• Sense of humor