Executive Secretary - National Council on Aging

We believe every person deserves to age well. Thats why were on a path to improve the lives of 40 million older adults by 2030. Come join an awesome team and learn about the work we do, the people we serve, and why equitable aging matters now more than ever. At NCOA, we represent the interests of the aging population across the nation, while striving to live out our core values of equity, excellence, and innovation. This is meaningful work where we put people first and our employees can learn and grow, where work/life balance is prioritized, and have a flexible hybrid work schedule while being part of a dynamic, collaborative team.

We are interested in growing our team with passionate, committed, and innovative individuals. The Executive Assistant will join NCOA at a time of dynamic growth.

POSITION SUMMARY

The Executive Assistant is a critical resource for the Chief Executive Officer and at the heart of business operations and executive administrative activities in the Executive Office. This position provides executive level office support with a variety of clerical and administrative activities and related tasks across the enterprise. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced non-profit environment.

Positions at this level are required to make some judgements within their scope of work in alignment with supervisory direction and require some oversight. Incumbents generally have three or more years of experience in their discipline and a bachelors degree or the equivalent, as well as substantive experience at this level.

KEY RESPONSIBILITIES

• Provide high-level administrative support, including calendar management; draft agendas; compose correspondence; arrange itineraries; compiling relevant background documents for CEO meetings; prepare the CEO weekly briefing binder; conduct research and prepare PowerPoint presentations for internal and external consumption which incorporate all relevant data-points; complete expense reports; prepare vendor contracts; and create, organize, and maintain accurate electronic and hardcopy Executive Office and Board-related files and folders, and other administrative tasks, as needed.
• Coordinate the alignment of meeting dates for Executive Team and All Staff meetings and retreats, and other gatherings; and prepare and manage calendar invitations/responses for all such meetings. Provide calendar/invitation management and logistical support for all regular Board and committee meetings including drafting agendas, coordinating input, organizing materials, assembling, and distributing Board Books.
• Serve as the official recorder for all Board and Board committee meetings and prepare minutes for Board action.
• Help maintain up to date contact information for Board members and key external CEO contacts (partners, sponsors, allies, etc.) in all relevant databases, list serves, and address books.
• Work collaboratively with the Chief of Staff and other Executive Team members, as may be required, in coordinating CEO outreach and communicating with external partners to grow the NCOA network; in working with the Board of Directors; and in relaying key administrative and operational matters to NCOA staff.
• Other responsibilities as assigned.

PROFESSIONAL EXPERIENCE/QUALIFICATIONS

• Bachelor's degree or equivalent education and experience.
• Minimum of three (3) years of experience supporting executive directors or CEOs, preferably in nonprofit membership or associations.
• Experience supporting and doing administrative board liaison work.
• Strong diplomacy and interpersonal skills with the ability to build relationships and demonstrate a high level of service and responsiveness.
• Experience working in a professional environment with high-level executives.
• Excellent written and verbal communication skills.
• Strong research and analytical skills, and use of data to influence decision making.
• Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly in a fast-paced environment with excellent attention to detail and ability to meet deadlines.
• A highly resourceful team-player, with the ability to be effective independently.
• Ability to thrive in a fast-paced environment and work well under pressure, demonstrating persistence, perseverance, integrity, and patience along the way.
• Proven ability to handle and maintain sensitive and confidential personal and financial information with discretion and high ethical standards.
• Highly proficient in Microsoft Office Suite (Outlook, Word, Excel and Power Point);
• Comfortable working in a diverse environment.
• Demonstrated commitment to the mission and goals of NCOA.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Occasionally required to sit.
• Occasionally required to walk.
• Occasionally required to reach with hands and arms.
• Occasionally required to talk or hear.
• Occasionally required to bend, lift, or climb stairs.
• Occasionally required to lift light weights (less than 25 pounds).

WORK ENVIRONMENT

• The noise level in the work environment is usually moderate.

SELECTION PROCESS

We only accept applications that follow the electronic process. No phone calls please. This position is subject to background screening. Qualified applicants should submit a cover letter with salary requirements and resume to the Executive Assistant job posting:

NCOA offers generous benefits, including:

• Medical, Dental, Vision, STD, LTD insurances
• Paid vacation, sick, and other types of leave
• 403(b) Retirement plan
• Hybrid remote work options
• And more!

NCOA is an Equal Employment Opportunity Employer and a Diversity, Equity, and Inclusion Champion

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