Executive Assistant to the CEAO

Womenofcolorcd; Atlanta (GA); Hybrid; USD 100,000 - 105,000; Full time

Job summary

LIIF seeks an Executive Assistant to the Chief External Affairs Officer at our Atlanta office. The role provides broad executive support and acts as gatekeeper for internal and external stakeholders, coordinating travel, meetings and communications.

You will manage calendars, prepare materials, assist with budgets and special projects, and help maintain filing systems and records. Candidates should possess strong organizational skills and discretion in a fast-paced environment.

Qualifications

• Ability to work independently in a fast-paced environment with minimal supervision.
• Advanced-level skills with Microsoft Teams, Outlook, Word and PowerPoint; proficiency with Excel and Zoom; Salesforce and expense systems.
• Bachelor’s degree or equivalent experience; 2+ years supporting a C-level executive.

Responsibilities

• Gatekeeper role for internal and external constituencies, exercising discretion and prioritizing needs.
• Manage calendar of calls, videoconferences and in-person meetings; maintain CEAO contacts.
• Prepare materials for meetings; coordinate travel and prep materials in advance.
• Attend virtual meetings, take notes, and distribute follow-ups.
• Maintain tasks and deliverables in project tools; coordinate with external affairs teams.
• Prepare budgets and assist with expense reports; support board materials.

Skills

Administrative skills

Communication

Independent work

Time management

Microsoft Teams

Outlook

Word

PowerPoint

Excel

Zoom

Salesforce

Concur

Expensify

Education

Bachelor's degree or equivalent

Tools

Salesforce

Concur

Expensify

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Executive Assistant to the CEAO

AT Office Location, Atlanta, GA, US

19 days ago Requisition ID: 1192

Salary Range: $100,000.00 To $105,000.00 Annually

THE COMPANY:

The Low Income Investment Fund is a non-profit Community Development Financial Institution (CDFI) that mobilizes capital and partners to achieve opportunity, equity and wellbeing for people and communities. LIIF innovates financial solutions to create more equitable outcomes for all by building and preserving affordable homes, quality educational opportunities from early childhood through higher education, health clinics, healthy food retail and community facilities. In this way, LIIF provides a bridge between private capital markets and communities. LIIF’s headquarters is in San Francisco and has offices in Los Angeles, New York, Atlanta, and Washington D.C.

POSITION SUMMARY:

The Executive Assistant provides administrative support to the Chief External Affairs Officer.

REPORTING RELATIONSHIPS:

The position reports to the CEAO

ESSENTIAL FUNCTIONS:

The Executive Assistant (EA) provides a broad variety of executive support in a one-on-one working relationship, serving as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CEAO. Assists in organizing and coordinating retreats, site visits and external relations efforts; supports the CEAO with all travel and expense management and completes special projects as assigned. The EA exercises good judgment and maintains confidentiality and discretion in a variety of situations.

ROLES AND RESPONSIBILITIES:

CEAO and General Executive Affairs Departmental Support

• Serves in “gatekeeper” role for internal and external constituencies, consulting with CEAO as needed and using discretion to determine appropriate course of action. Prioritizes conflicting needs while providing a bridge for smooth communication between the CEAO and internal departments; demonstrates leadership to maintain credibility, trust and support with LIIF staff.
• Working with both external and internal contacts, schedules and manages a calendar of calls, videoconferences and in-person meetings. Maintains CEAO’s contacts in Outlook.
• Works closely and effectively with the CEAO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Works with staff and external constituencies to obtain preparatory materials for CEAO’s review in advance of meetings.
• Attends virtual meetings at the request of the CEAO and takes notes that are distributed to attendees. Ensures that attendees follow up on tasks as assigned.
• Maintains tasks / deliverables in Asana of outstanding CEAO meetings, activities and deliverables.
• Arranges frequent travel, including plane, train and hotel reservations and conference registration. Schedules travel-related meetings and obtains necessary preparatory materials in advance.
• Coordinates weekly External Affairs team meetings, soliciting agenda items and disseminating agendas and materials in advance of each meeting. Shares notes after meetings.
• Coordinates the completion of expense reports with receipts, in accordance with internal policies.
• Composes written and email correspondence on behalf of CEAO. Maintains electronic files and records. Completes mailings/shipping and obtain office supplies and equipment.
• Completes special projects at the request of the CEAO, which may involve research, analysis, document formatting and recommendations for a course of action. Create PowerPoint presentations as needed. Ability to use Lucid chart for workflows and visualization. Lead e-signature via Nitro or other platforms to multiple authorized signatories. Maintain delegation hierarchy chart and update if needed.
• Assists in preparing annual department budgets for the Office of the CEAO. Monitors expenditures and reports variances to the CEAO.
• Initiates and executes contracts in Salesforce; coordinates payments to consultants and vendors as approved by CEAO.
• Provides occasional support for other members of the External Affairs team as assigned.
• Works under the supervision of the CEAO on board-related matters. Coordinates with CEAO and other EA staff on the preparation of materials for all committees and board meetings.
• Coordinate with other EAs for preparing efficiently and on time regarding important meetings and events.
• Identifies ways to streamline company operations and practices for improved productivity and reduced duplication.

QUALIFICATIONS:

Ability to work independently in a fast-paced environment, with minimal supervision. Ability to adapt to and work effectively in evolving situations and to anticipate executive needs. Must possess a high standard for generating quality work and a positive attitude and demeanor. Must possess strong interpersonal skills and be capable of working both independently and seeking guidance from supervisors for priority setting. In addition, candidates will have advanced-level skills with Microsoft Teams, Outlook, Word, and PowerPoint; proficiency with Excel and Zoom; and familiarity with databases such as Salesforce and expense management systems like Concur or Expensify. Will possess strong administrative and organizational skills; excellent communication skills, verbal and written; and research experience. The EA will be able to work under pressure and meet deadlines in a fast-paced environment; and will be able to handle complex logistical arrangements.

EDUCATIONAL AND OTHER REQUIREMENTS:

A bachelor’s degree or equivalent experience is required. The candidate must have a minimum of two years of comparable experience supporting a C-level executive. The position is demanding and requires excellent attendance, self-motivation, attention to detail, thoroughness, creativity, and a high degree of flexibility. Travel may be required at least once each year, for 2-3 days each trip. Individuals will be committed to LIIF’s mission. Development, policy, or communications experience and early childhood education, housing, or community development knowledge is not required but is a plus.

LIIF, an EOE (Equal Opportunity Employer), believes that diversity ensures excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender, or national origin. Candidates of diverse background and with diverse experience are strongly encouraged to apply for this position.