Executive & Personal Assistant to the CEO

SISTERREACH LLC; Memphis (TN); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

401(k)

Opportunity for advancement

Paid time off

Tuition assistance

Vision insurance

Job summary

SisterReach seeks an Executive & Personal Assistant to the CEO in Memphis, TN. This role provides high-level administrative and personal support to the CEO, managing calendars, travel, correspondence, and event coordination in a fast-paced nonprofit environment.

The ideal candidate has exceptional organizational and communication skills, discretion with sensitive information, and the ability to travel with the CEO for organizational events, speaking engagements, or meetings.

Qualifications

• Bachelor's degree preferred or equivalent experience.
• Minimum of 3 years as an executive/personal assistant or related role.
• Experience managing calendars and executive correspondence.

Responsibilities

• Manage CEO calendar and travel arrangements.
• Prepare meeting agendas, minutes, and action items.
• Draft and proofread correspondence, speeches, and presentations.
• Coordinate travel logistics for CEO's personal and professional commitments.
• Represent the CEO professionally in public-facing interactions.

Skills

Organizational skills

Communication

Discretion

Interpersonal skills

Problem-solving

Travel flexibility

Independent work

Education

Bachelor's degree preferred

3+ years executive/personal assistant experience

Tools

Microsoft Office Suite

Outlook

GoDaddy Webmail

Google Calendar

Concur

Tripit

DocuSign

Constant Contact

Job description

Future Opening: Executive & Personal Assistant to the CEO

• 401(k)
• Opportunity for advancement
• Paid time off
• Tuition assistance
• Vision insurance

POSITION OVERVIEW The Executive & Personal Assistant to the CEO

The Executive & Personal Assistant to the CEO will provide high-level administrative and personal support to the CEO, ensuring seamless management of daily operations, communications, and priorities. This role requires exceptional organizational skills, discretion in handling sensitive information, and the ability to manage competing priorities in a fast-paced environment.

The ideal candidate will possess strong oral, written, and public-facing skills, as well as the ability to travel with the CEO when needed for organizational events, speaking engagements, or meetings. A proactive, problem-solving mindset is essential to succeed in this position.

PRIMARY RESPONSIBILITIES ADMINISTRATIVE SUPPORT TO THE CEO:

• Manage the CEO's calendar, including scheduling meetings, speaking and performance appointments, travel arrangements, and event coordination
• Monitor, prioritize, and respond to emails and correspondence on behalf of the CEO, ensuring timely responses and appropriate follow-ups.
• Prepare meeting agendas, take minutes, and manage action items to ensure timely completion.
• Handle highly confidential and sensitive information with discretion and professionalism.
• Serve as the primary point of contact for internal and external stakeholders communicating with the CEO, including the Board of Directors.

ADMINISTRATIVE RESPONSIBILITIES:

• Actively participate in individual weekly check-in meetings, organizational staff meetings, and relevant departmental discussions.
• Engage in professional development opportunities to enhance skills and align with organizational goals.
• Support and participate in the organization's special events, campaigns, and initiatives as needed.

PERSONAL ASSISTANCE:

• Assist with personal errands and tasks as requested by the CEO to help balance personal and professional obligations
• Coordinate travel, accommodations, and logistics for the CEO's personal and professional commitments.
• Ensure all personal scheduling aligns with professional obligations to optimize the CEO's time.

TASK AND TIME MANAGEMENT:

• Develop and Maintain systems to prioritize and track the CEO's deadlines, projects, and responsibilities
• Anticipate the needs of the CEO and proactively resolve issues or streamline workflows.
• Organize documents, files, and records for easy retrieval and reference.

TRAVEL SUPPORT:

• Accompany the CEO on local, regional, or national travel as required for organizational and personal events, speaking engagements, and meetings.
• Provide on-the-ground logistical support, including coordinating schedules, ensuring preparedness for events, and handling unexpected challenges.

PUBLIC-FACING AND COMMUNICATION SUPPORT:

• Draft and proofread correspondence, speeches, and presentations on behalf of the CEO.
• Represent the CEO and the organization professionally in public-facing interactions.
• Provide support during public engagements, including coordinating materials, managing schedules, and liaising with event organizers.

SUPPORT FOR SPECIAL PROJECTS:

• Assist the CEO with preparation for presentations, speeches, and board meetings.
• Research and compile background materials for meetings and initiatives.
• Provide support for organizational events and initiatives as assigned by the CEO.

SKILLS AND ABILITIES:

• Exceptional organizational skills with the ability to manage multiple priorities effectively.
• Strong oral and written communication skills, including public-facing interactions.
• Professional demeanor and discretion in handling confidential information.
• Proficiency with office tools such as Microsoft Office Suite & Outlook, GoDaddy Webmail, Google Calendar, Concur, Tripit, DocuSign, Constant Contact, and scheduling software.
• Excellent interpersonal skills and the ability to interact with diverse stakeholders.
• Problem-solving and critical thinking skills witha proactive mindset.
• Ability to work independently, manage time effectively, and meet deadlines in a fast-paced environment.
• Flexibility to travel as needed with the CEO.

QUALIFICATIONS:

• Bachelor's degree preferred but not required; equivalent experience will be considered.
• Minimum of 3 years of experience as an executive assistant, personal assistant, or in a related role.
• experience managing the calendar and correspondence for senior executives.
• Familiarity with nonprofit organizations and/or social justice advocacy is a plus.
• Reliable transportation and the ability to travel as needed (locally and nationally.)

Compensation: $55,000.00 - $75,000.00 per year

Who We Are

We Are The People We Serve Founded October 2011 in Memphis, TN, SisterReach is a grassroots 501(c)3 nonprofit that supports the reproductive autonomy of women and teens of color, poor and rural women, LGBTQIA+ people and their families through the framework of Reproductive Justice.

Our mission is to empower our base to lead healthy lives, raise healthy families and live in healthy and sustainable communities. We achieve our work through a 4-pronged strategy of education, policy & advocacy, cultural shift and harm reduction, and our reach is local, regional, national and international.

We seek to increase awareness and impact our supporters through centering the voices, experiences and leadership of those most marginalized, curating community-centered discussions and trainings to enhance and engage knowledge and base building among the people we serve, and strategically engage stakeholders whose work aligns with our mission and vision and expands our capacity to reach our base and achieve human rights.

Prior to our existence, there was no organization or entity formally working specifically from the reproductive justice framework in Tennessee. Since our founding, the reproductive justice framework has been adopted and adapted among state and regional stakeholders who consider the reproductive justice framework and lens a strategy and practice to achieve human rights for their work and base.

Organizational Pledge

SisterReach is committed to empowering women and teens of color, poor and rural, LGBTQ+ and gender non-conforming individuals, and their families from all walks of life, ethnicities, genders, and faith beliefs.

WE BELIEVE that people are most empowered when they have access to all information regarding their health and well-being.

We are committed to Reproductive Justice and applying its framework to all we do and who we are.

WE SUPPORT a person's right to lead a healthy life, raise a healthy family, and live in a healthy and sustainable community.

WE DO NOT DISCRIMINATE against individuals or families in need based on their socio-economic standing, sexual orientation, age, religion, sexual orientation, ability, or race.

Guided by the biblical principle expressed in Hosea 4:6 (King James Version), “My people are destroyed by a lack of knowledge...”, it is our purpose to ensure optimum reproductive and sexual health, and human rights for the people we serve while confronting and fighting all forms of reproductive and spiritual oppression.