Job Overview Reporting to CEO/President, the Executive Assistant must be mission-driven and committed to advancing the organization's goals. The Executive Assistant is responsible for managing complex calendars, preparing high-level communications and presentations, coordinating board meetings, arranging travel, and assisting with strategic initiatives and special projects. This role requires a high degree of professionalism, confidentiality, and a deep understanding of the nonprofit sector. Responsibilities

ADMINISTRATIVE & EXECUTIVE SUPPORT

: Manage the Executive Director's calendar, including scheduling meetings, appointments, and travel. Draft, proofread, and edit correspondence, reports, presentations, and other documents. Prepare materials and take minutes for board and leadership team meetings. Coordinate logistics for board meetings, including preparing agendas and meeting materials. Maintain accurate electronic and physical filing systems. Monitor prescriber schedules and ongoing maintenance tasks. Prepare and submit CEO/President's expense reports. Maintain adequate office supplies and keep office equipment in working order. Act at the front of desk, including answering phones, greeting visitors, processing mail and faxes, and logging received payments (cash, checks, credit cards).

MARKETING & COMMUNICATIONS

Field and prioritize email and phone inquiries, responding or redirecting as appropriate. Foster positive relationships with staff, partners, funders, and community members. Assisting with the creation and management of social media ad campaigns. Draft and distribute newsletters, press releases, and promotional materials. Write, edit and distribute various types of content, including material for a website, press releases, marketing material and other types of content that take the message to the public. Take photographs at organization events for marketing purposes. Preparing CEO for media interviews and public appearances. Support media relations and outreach efforts.

PROJECT COORDINATION & TEAM SUPPORT

Assist and work collaboratively with the project manager and team to maximize productivity. Organize and monitor project schedules and deliverables to ensure deadlines are met. Report project updates both verbally and in written form. Help discern project requirements and task assignments for team members. Complete support tasks such as setting up meetings, conducting research, and email communications. Gather and organize data for reports and project documentation. Potential local traveling 10% within WNY specifically for events. Ad hoc projects. Any other duties as assigned by management.

QUALIFICATIONS, SKILLS & ABILITIES 3-5

years as an administrative or executive assistant for Non-Profit Organizations. Experience in previous Human Services role, community-based or non-profit organizations preferred. Able to read, write and speak English and a strong preference for bi-lingual Spanish, or committed willingness to learn Spanish. Excellent people skills, with an ability to determine priorities and establish processes. Ability to manage multiple tasks and meet deadlines with minimal supervision. Experience in multiple video conferencing platforms, Microsoft 365. Proficiency with digital tools such as Canva, Mailchimp, WordPress, Adobe products, CRM and social media platforms strongly preferred. Experience in Donor Perfect or another donor platform preferred. Excellent organizing, planning, and prioritization skills. Strong problem-solving abilities.

Pay:

$58,000.00 - $65,000.00 per year

Education:

Associate (Preferred)

Experience:

administrative or executive assistant : 3 years (Preferred)

Language:

Spanish (Required)

Work Location:

In person