Senior Executive Assistant

Job Details: Job Location: Main Campus Locations - Atlanta, GA, Education Level: Bachelor Degree, Salary Range: Undisclosed, Job Category: Executive Administration, Senior Executive Assistant      

Partners with the President and COO, as well as other senior staff leaders to ensure optimal use of executive’s time. Manages complex scheduling, board and committee operations, communications, reporting, and special projects to ensure efficient executive operations and effective governance. Exercises sound judgment, maintains confidentiality, and serves as key liaison with board members, staff, and external stakeholders.

Responsibilities:        

Handle all administrative tasks for the President:

Manage complex executive calendars, prioritize scheduling requests, and coordinate travel arrangements; confirm appointments and greet visitors upon arrival
Prepare correspondence/draft emails, presentations, reports, credit card expense reconciliations in Financial Edge, and other executive materials
Monitor deadlines, track follow-up items, and help ensure timely completion of commitments

Draft executive administration department’s annual budget
Prepare and code check requests for incoming invoices in Financial Edge upon approval; prepare monthly variance report
Coordinate, schedule and draft agendas for quarterly Board meetings, Advisory Board, annual Emeritus Board, Special Task Forces, and quarterly Executive, Governance, Finance, and Investment committees as well as the bimonthly leadership meetings and annual offsite planning retreat (send calendar invites; reminders with minutes; track attendance); schedule bi-monthly meetings with all direct reports.
Attends all Board and assigned committee meetings to take and draft minutes (2 Boards; 4 committees).
Maintains board intranet site (Easy Board); upload Board, Advisory Board, Adolescent Advisory Council and committee meeting documents in timely manner
Update contact list, Easy Board, and Outlook distribution groups for Board of Directors, Advisory Board, Emeritus Board, Adolescent Advisory Council, and all committees and distribute updates internally as appropriate
Maintains updated Bylaws, annual Board and Advisory Board Orientation manuals, Governance forms, Board/Advisory Board and committee minute books, and biennial Board evaluation surveys.  Maintains/updates volunteer chronology report, Board and Advisory Board officer terms, committee Chair terms, Board and Advisory Board needs analysis/profile matrix and track new and/or retiring Board and committee members
Provides back-up receptionist relief once per week at lunch and helps cover if receptionist is sick, on vacation, etc.

Scheduling and Communication

Serve as liaison between the President, senior leadership, board and committee members; schedule meetings and assist President in preparation of all meetings; make and distribute meeting handouts
Assists other senior staff members with meeting/calendar scheduling as needed
Manage incoming and outgoing communications, including internal and external mail, email, faxes and phone calls; draft emails as needed
Prepare and send birthday cards to Board members and birthday e-card to all staff from CEO.

Reports and Special Projects

Maintains accurate records and files for management reporting, budgets, etc.
Assist in material preparation; meeting materials and presentations
Acts as coordinator for special projects as requested (i.e. annual Leadership retreat; Strategic Planning)

Meeting Logistics

Creates PowerPoint presentations and Excel reports
Assist in monitoring key dates, deadlines, etc.; follow up on various activities to ensure completion and deadlines are met; email meeting reminders
Coordinates refreshments for the meetings, reserves appropriate meeting room, and coordinates technology needs with IT.
Drafts and distributes minutes of all Board and committee meetings.

Office Management

Reviews operating practices and procedures in order to determine whether improvements and efficiencies can be made in areas of workflow, reporting procedures, or expenditures
Be available to train lower-level clerical staff as needed
Order kitchen supplies as needed: water, coffee, creamer, paper towels

This position should have sufficient preparedness in the following areas:

Proficient use of MSOffice Suite of products; Outlook, Word, Excel, PowerPoint
Proficient in database management; Powerplan; Raiser’s Edge; Financial Edge
Self-starter; team player
Ability to manage multiple projects, prioritize effectively, and meet goals and deadlines; strong planning, organizational, and analytical skills
Ability to handle sensitive information with discretion
Demonstrated business writing and editing skills; familiar with dictation
Ability to work independently or with little supervision; able to think proactively and plan ahead
Well-developed interpersonal and communication skills
Professional and calm attitude; flexible
Basic knowledge of operations for computer, copier, fax, postage machine, etc.
Knowledge of emergency procedures for fire, disaster and unplanned incidents

Benefits include:

9 paid organization-wide holidays
1 paid personal holiday
Accrued PTO
Medical, dental, and vision insurance plans
Employer match toward 403(b) retirement savings account for eligible employees
Employee assistance program for free or reduced financial counseling, mental health counseling, and other confidential professional assistance
As a 501(c) (3) nonprofit organization, Skyland Trail is a Public Service Loan Forgiveness (PSLF) qualified employer. Full-time employees may qualify for the federal student loan forgiveness program

Workplace Culture:

Skyland Trail is a nonprofit mission-focused organization with five campuses in Atlanta and about 250+ employees. Employees work collaboratively in small teams. Cross-departmental committees and working groups help ensure quality and performance improvement. Each and every employee plays an important role in our clients healing and recovery.

Commitment to Community Health:

Skyland Trail values the health of our staff and clients and has taken steps to ensure a healthy campus and community. Please note that Skyland Trail is a 100% nicotine-free campus. There is no smoking, vaping, or tobacco use permitted anywhere on campus, indoors or outdoors. Skyland Trail also recommends employees to be fully vaccinated for Covid-19 and to receive a CDC-approved influenza vaccination annually.

Skyland Trail respects and values individuals and their diverse histories, abilities, identities, and perspectives. We work to ensure all aspects of our organization reflect our commitment to diversity, inclusion, and cultural equity.
Qualifications: Qualifications:

Minimum of a Bachelors degree in a related field or five (5) years experience
Knowledge of and proficiency with computers
Proficiency in database management
Minimum 55 wpm