The Executive Assistant reports directly to the Executive Director, providing executive support in various areas. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the office of the Executive Director and serves as a liaison to senior managers; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
Areas of responsibility include:
Completes a broad variety of administrative tasks for the Executive Director including routing incoming correspondence; managing calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; making travel arrangements; reading and proofreading, researching and analyzing various data for board reports and other projects; and assisting with preparation of presentation materials.
Plans, coordinates and ensures the Executive Director’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the Executive Director’s time and office.
Communicates directly, and on behalf of the Executive Director, with members, donors, staff, contractors, board members and others on matters related to Executive Director’s initiatives.
Researches, prioritizes and follows up on incoming issue and concerns addressed to the Executive Director, including those of a sensitive or confidential nature. Determines appropriate course of action, referral or response.
Works closely and effectively with the Executive Director to keep her well informed of upcoming commitments and responsibilities, follow up appropriately. Acts as a “barometer”, having a sense for the issues taking place in the office and keeping the Executive Director updated.
Manages a variety of special projects for the Executive Director, some of which may have organizational impact.
Prioritizes conflicting needs; handles matters expeditiously, proactively and follows-through on projects to successful completion, often with deadline pressures.
Board Support and Liaison
Maintains discretion and confidentiality in relationships with all board members.
Organizes and distributes materials before board meetings.
Facilitates board member travel arrangements by liaising between them and travel coordinator.
Staff and Regional Chapter Liaison
Participates as an adjunct member of the Executive Team including assisting in scheduling meetings.
Assists in preparation of agendas for staff meetings and regional chapter conference calls; takes and distributes minutes of such meetings.
Communications, Partnerships and Outreach
Ensures organizational literature and procedural documentation is kept updated and responds to requests for materials regarding the Executive Director and the organization in general.
Edits and completes first drafts for written communications to external contacts.
Works with the marketing team in coordinating the Executive Director’s outreach activities.
Follows up on contacts made by the Executive Director and supports the cultivation of ongoing relationships.
Skills and qualities required:
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Strong interpersonal skills and ability to build relationships with staff, board members, donors, members and external partners.
Expert level written and verbal communication skills.
Proactive approach to problem-solving with strong decision-making capability
Highly resourceful team-player with the ability to also be extremely effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands and demonstrate high level of customer service.
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment.
Availability and willingness to provide support and assistance outside regular business hours in accommodation of Executive Director’s schedule.
Bachelor’s Degree preferred
Five or more years of experience supporting C-Level Executives, preferably in a non-profit organization.
Experience and interest in internal and external communications, partnership development, membership building and fundraising.
Proficiency in Microsoft Office (Outlook, Word, Excel, Access and PowerPoint), Adobe Acrobat.
About Deep Foundations Institute
Deep Foundations Institute (DFI) is an international non-profit association of contractors, engineers, suppliers, academics and owners in the deep foundations industry. Our multi-disciplinary membership creates a consensus voice and a common vision for continual improvement in the planning, design and construction of deep foundations and excavations. We bring together members through networking, education, communication and collaboration. With our members, we promote the advancement of the deep foundations industry through technical committees, educational programs and conferences, publication of guides and specifications, a peer-reviewed journal, a flagship magazine, research, government relations and outreach. DFI has more than 3,000 involved, knowledgeable and committed members worldwide.