Executive Assistant

Witt/Kieffer; United States; Remote; USD 78,000 - 85,000; Full time

Job summary

An established industry player is looking for a dedicated Executive Assistant to provide top-notch support to C-Level executives. This role involves managing a busy calendar, coordinating meetings, and serving as a liaison to senior leadership. The ideal candidate will thrive in a mission-driven environment, demonstrating exceptional organizational and communication skills. With a focus on results and community impact, this position offers a unique opportunity to contribute to a meaningful cause while enjoying a culture of recognition and work-life balance. Join a team that is committed to making a difference in the lives of millions affected by diabetes.

Benefits

Competitive base pay

Generous Paid Time Off

Comprehensive benefits package

Mental health programs

Work/life balance

Qualifications

• Minimum two years experience supporting C-Level Executives.
• Bachelor’s degree in business administration or similar required.

Responsibilities

• Provides comprehensive administrative support for C-Level Executives.
• Acts as a liaison to senior leadership and manages special projects.
• Coordinates meetings and maintains confidentiality in all communications.

Skills

Communication Skills

Organizational Skills

Administrative Skills

Proactive Problem Solving

Time Management

Education

Bachelor’s degree in business administration

Tools

MS Office (Word, Excel, PowerPoint, Outlook, SharePoint)

Zoom

Adobe Connect

Canva

Job description

The American Diabetes Association is seeking an Executive Assistant. This position will provide C-Level support. The Executive Assistant serves as the primary point of contact for internal and external communities on all matters at an executive level. The Executive Assistant also serves as a liaison to the senior leadership team; organizes and coordinates executive initiatives, external relations efforts; and oversees special projects. The Executive Assistant must be proactive and enjoy working within an environment that is mission-driven, results-driven and community oriented. The incumbent in this role will be required to exercise excellent judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills. The Executive Assistant will be required to manage competing priorities to successful completion while adhering to tight deadlines. The incumbent must be able to work independently on projects, from conception to completion, under pressure at times to handle a wide variety of activities and confidential matters with discretion.

RESPONSIBILITIES

Executive Support

• Completes a comprehensive variety of administrative tasks for C-Level Executives including: managing an exceptionally active calendar; completing expense reports; composing and preparing correspondence to include those of a confidential nature.
• Acts as the "gatekeeper" and "gateway" to the C-level Executive while managing direct access to their time.
• Communicates directly, and on behalf of the C-level Executive, with company staff, stakeholders, clients, and others.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed, including those of a sensitive or confidential nature and determines appropriate course of action, referral, and/or response.
• Follows up on contacts made by the Executive and supports the cultivation of ongoing relationships.
• Edits all and creates acknowledgement letters as requested.
• Provides a bridge for smooth communication between internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Works closely and effectively with the C-level Executive by acting as a "barometer," having a sense for the issues taking place in the environment and keeping them updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting letters, personal correspondence, and other tasks.
• Prioritizes conflicting necessities; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Serves as the administrative liaison to Senior Leadership.
• Coordinates agendas, schedule and attend meetings, off-sites, and all-staff meetings.
• Represents the C-Level Executive in designated meetings as required.
• Assists in coordinating the agenda of meetings. Prepares an account of the meetings and designates and follows up on assigned action items.
• Maintains discretion and confidentiality in relationships.
• Edits and completes first drafts for written communications to external stakeholders.
• Supports, completes or creates formal reports on behalf of senior leadership.
• Travels as needed with senior leadership.

QUALIFICATIONS

• Bachelor’s degree in business administration or similar.
• A minimum of two years of experience supporting C-Level Executives.
• Advanced MS Office proficiency (Email, Word, Excel, PowerPoint, Outlook, and SharePoint).
• Strong proficiency working with Virtual meeting platforms: Zoom, Adobe Connect.
• Proficiency with design tools like Canva.

Desired Competencies:

• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
• Demonstrated ability to provide superior client service and build long-lasting relationships.
• High accuracy and attention to detail.
• Strong sense of urgency while remaining calm under pressure.
• Ability to troubleshoot for effective resolution.
• Self-starter who can take appropriate initiative to drive for results.
• Excellent verbal and written communication skills.
• Able to collaborate effectively and positively interact with all levels of the organization.

WHY WORK HERE

The American Diabetes Association (ADA) offers a rewarding career working for one of the premier voluntary health organizations in the world supporting people with type 1, type 2 and gestational diabetes. Our employees like working at the ADA because of our mission, the inclusive environment, work-life balance, our benefits and our culture:

• Industry competitive base pay ranging from $78,000 - $85,000 for this role. Base offers are determined by several factors including but not limited to your relevant work experience, education, certifications, location, internal pay equity, etc.
• A culture of recognition including new hire welcome announcements, service anniversary awards, referral bonuses, monthly All Employee Assembly, appreciation awards.
• Generous Paid Time Off, including holidays, vacation days, personal days and sick days.
• Comprehensive benefits package including medical, dental, vision, Flexible Spending Accounts (FSA), disability & life insurance, pet insurance and retirement savings.
• Guided by our mission, we provide top tier diabetes supply coverage through our medical benefits program.
• A company focus on offering mental health programs and work/life balance with most of our employees working remote.
• Joining our dedicated team affords the gratification of knowing beyond a doubt that you will impact the lives and well-being of millions.

About the Organization
The American Diabetes Association (ADA) is a leader in the fight to end diabetes. Our mission is to prevent and cure diabetes and improve the lives of all people affected by diabetes. We provide lifesaving education and resources backed by trusted experts to help people learn how to make life with diabetes easier until the day diabetes is gone for good. Through research, the ADA searches relentlessly for a cure and supports the professionals who provide direct care. Our team is on the ground fighting for those with diabetes who suffer discrimination, health inequity, high health care costs and so much more. Employees of the ADA embrace this mission and vision and keep people living with diabetes at the center of everything we do.

Req Number ADM-25-00001

Location Remote, US - Nationwide Posting Location

Full-Time/Part-Time Full-Time

Category Administration

EOE Statement It is the policy of the American Diabetes Association to provide equal employment opportunity to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, pregnancy, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state, or local law.

This position is currently accepting applications.