EXECUTIVE ADMINISTRATIVE ASSISTANT TO THE CEO

JOB DESCRIPTION

BASIC INFORMATION

Job Title: Executive Assistant to the CEO

Travel Requirements: Moderate to Substantial

Status: Full Time, Exempt

Supervisor: Chief Executive Officer

Location: Jefferson City, MO

Direct Reports: 0

Salary: $50,000 annually

ABOUT CMFCAA

The Central Missouri Foster Care & Adoption Association is a not for profit agency that educates, supports, & advocates for foster, adoptive, & kinship children, youth, & families in central Missouri by offering services & partnering with community & governmental agencies to develop healthy & self-sufficient individuals & families.

Founded in 2007 by a former foster youth, foster parents, and adoptive parents, the CMFCAA is a community service organization that provides for the needs of foster, adoptive, kinship, and guardianship youth and families. What began as a small support group has grown into a multifaceted organization that provides direct support, education, services and advocacy to foster and adoptive families in a 24-county central Missouri region.

Currently, we are assisting over 640 foster families, over 1400 foster children, over 400 adopted children in our service area. Our goal is to be a support to the families, children and youth in this area, and we work tirelessly to provide much needed services to them.

POSITION SUMMARY

The Executive Assistant to the CEO is responsible for providing comprehensive support to the CEO, Board of Directors, and Executive Team and managing the organization’s office operations. This dynamic position requires the ability to anticipate needs, think critically, and offer solutions to problems with a high level of professionalism and confidentiality.

PRIMARY RESPONSIBILITIES

• Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgements and recommendations to ensure smooth day-to-day engagements, provide regular updates to CEO

• Act as a liaison and provide support to the Board of Directors

• Arrange and handle all logistics for Board meetings and events: schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Board Secretary, provide snacks/drinks/necessary food for meeting

• Complete a broad variety of administrative tasks that facilitate the CEO’s ability to effectively lead the organization, including: assisting with special projects; designing and producing complex documents, reports, and presentations; collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports (this is not all-encompassing)

• Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine appropriate course of action, referral, or response, exercising judgement to reflect CEO’s style and organization policy

• Work closely with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated. Anticipate CEO’s needs in advance of meetings, conferences, etc

• Maintain open communications with the team, including meeting regularly with their operations and technology coordinator and providing information and documents as needed.

• Coordinate all Executive Team meetings and retreats and assist with staff meetings and events as needed

• Work with the Executive Team to coordinate the CEO’s outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships

• Adapt to change and reprioritize as schedules change

• Some evening and weekend work is required for this position

• Other projects/duties as assigned for the overall benefit of the organization

QUALIFICATIONS/EXPERIENCE

• Bachelor’s degree in Business Administration or other closely related field strongly preferred.

• 2 years of experience working in an executive administrative assistant capacity (4 years preferred)

• Significant executive support experience, including supporting C-level executives. Nonprofit board experience is highly-preferred

• Expert proficiency with Microsoft Office and desktop publishing software; ability to design and edit graphic presentations and materials.

• Strong verbal and written communication skills

• Exceptional organizational skills and impeccable attention to detail

• High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, community leaders, donors, and funded partners

• Make appropriate, informed decisions regarding priorities and available time

• Ability to complete a high volume of tasks and projects with little or no guidance

• Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround

• Able to maintain a high level of integrity and discretion in handling confidential information

• Excellent judgment is essential

• Ability to switch gears at a moment’s notice

TRAVEL CONSIDERATIONS

Travel out of state (1-3 times a year)

Travel inside of state for workshops, conferences, educational events (10+ times a year)

Evening fundraisers, events, etc. (10+ times a year in various counties held within our 24-county region)

Policy and legislative tasks, projects, hearings and testimonial hearings (10+ times a year)

30 annual meeting which are comprised of board and committee meetings (these are in the evenings for one to two hours) board meetings are six times a year and committees (we have five) are on the off months.

COMPENSATION & BENEFITS

• Health insurance benefit 90/10

• Dental and Vision options

• Aflac

• 25K employer paid Life Insurance plan

• 1% Match of a Simple IRA (after qualifying time period)

• Paid time off

• Mileage reimbursement at federal rate

• Usage of Company Vehicle (provided complete and clear driving background has been submitted)

CMFCAA does not and shall not discriminate on the basis of race, color, religion, gender identity, gender expression, age, national origin (ancestry), disability, marital status, sexual orientation, or military status, in any of its programs or services. These activities include, but are not limited to, hiring and firing of staff, selection of volunteers and vendors, and provision of services. We are committed to providing an inclusive and welcoming environment for all members of our staff, volunteers, subcontractors, vendors, and members.