Administrative Assistant to the CEO

Are you looking for an opportunity to support your community and engage with local nonprofits while helping CEN deliver critical programs? Reporting directly to the CEO, this individual provides executive support in a one-on-one working relationship and serves as the primary point of contact for the CEO. This is your chance to join an organization dedicated to supporting current and future nonprofit leaders and building a strong and equitable community! 

The person must be creative and enjoy working in a results-driven and community-oriented environment. The ideal individual will have the ability to exercise good judgment in a variety of situations and possess strong written and verbal communication, administrative, and organizational skills. The ability to maintain a realistic balance among multiple priorities is imperative. At times, this person must be able to work under pressure, to handle a wide variety of activities and confidential matters with discretion.  

This position is full-time (40hrs/week+) with in-office requirements. This role will involve regular in-person attendance, typically 1-3 days each week, based on operational needs. If in-person work doesn't align with your current circumstances, we encourage you to explore other opportunities that better suit your needs.  

The Administrative Assistant to the CEO’s Duties Include:  

• Provide comprehensive, strategic support services to the CEO that ensures outstanding responsiveness and communication with limited consultation  
• Provide sophisticated calendar management for CEO; prioritize inquiries and requests, troubleshoot conflicts with little guidance, make judgments and recommendations to ensure smooth day-to-day engagements  
• Support and manage a high-volume of requests and projects (including research and analysis on issues of interest to the CEO) to meet the objectives of the CEO  
• Maintain quality filing and communications systems  
• Prepare and edit presentations, memos, complex reports, and spreadsheets which may utilize specialized software and systems  
• Collaborate with ADOPM to engage interns/volunteers, as assigned  
• Participate in special events (even those occurring during non-business hours) including but not limited to Leaders Institute graduation, Fall Fete (fall fundraiser), Board Matching Event 
• Effectively balance, organize, and maintain multiple client relationships simultaneously with a while demonstrating cultural responsiveness and IDEAL principles  
• Serve as an alternate point of contact for vendors and troubleshoot challenges that arise within the physical office space, including office equipment  
• Help to maintain and grow the organization’s membership base and support CEO with donor/funder relations  
• Make business travel arrangements for organization's senior staff  
• Support ensuring accurate payments are sent to contractors and vendors  
• Assist in timely delivery of financial reports, expense reports, audits and tax filings  
• Provide timely administrative support for Board and Committee meetings 
• Create and communicate annual calendar for board meetings and committee meetings in collaboration with CEO 
• Maintain office inventory (including tracking and notifying appropriate staff when items are in low supply, broken or missing) and the corresponding budget 
• Maintains database files using established best practices 
• Complete special projects as assigned in a timely manner 

Skills and Qualifications:  

• 3+ years of nonprofit program experience (in administrative or program support role), or a combination of education and relevant experience  
• Strong cultural responsiveness and ability to work with a wide variety of backgrounds and personalities at all levels within an organization  
• High proficiency in calendar management with an understanding of organizational dynamics when scheduling the CEO 
• Support of a teamwork-focused approach and can contribute to a flexible work environment  
• Ability to work independently, as we are a small but mighty team; forward-thinking. 
• Strong communication skills—both written and verbal 
• Advanced/high proficiency with Windows, Microsoft Office Suite, Canva (or similar CMS), ClickUp (or similar project management platform), Harvest (or similar time management platform) 
• Demonstrated ability to prioritize and follow through on multiple tasks/projects within designated timelines with a strong attention to detail 
• Discretion to maintain confidential information  
• Strong data entry skills; experience with database software programs  
• Ability to proactively draw on experience and refer to standard operational procedures to complete tasks 

Preferred skills include:  

• Bilingual proficiency  
• Human Resource management skills including but not limited to:  
• assisting in ongoing talent management (including volunteers)  
• compliance and documentation  
• recruitment and onboarding  

• PTO: Full-time employees accrue 120 hours each year with a cap of 240 hours and 48 hours of sick pay.  
• Flexible Schedule: Outside of important department meetings. 
• Hybrid Schedule: 1-3 days in office each week.  
• Paid Rest & Recharge: July 4th week and between Dec 25-Jan 1st 
• Health Insurance: No waiting period. Eligibility to enroll for benefits is immediate on your first date of hire. Coverage is applicable to self, self plus spouse/domestic partner and children. Medical, Dental, Vision, Basic life, AD&D insurance, FSA, HSA, and supplemental Life available for full-time employees. EAP services available. 
• 401K: Full-time employees are eligible to participate in the 403(b) Retirement Plan after 12 months and 1000 consecutive hours of service in twelve months. CEN will contribute to employees’ plans at the end of the year based on the employee’s years of service. 
• Professional Development: enjoy access to our training and professional development programs at no cost. 
• Home Office Stipend: One-time $200 reimbursement to aid in at-home office expenses.