Senior Executive Assistant

Skyland Trail; Atlanta (GA); On-site; USD 70,000 - 100,000; Full time

Job summary

Skyland Trail in Atlanta, GA seeks a Senior Executive Assistant to partner with the President and COO and senior leaders, ensuring optimal use of time and governance. You will manage complex calendars, coordinate travel, prepare executive materials, draft minutes, and support budgeting and reporting.

You will maintain confidentiality and serve as a key liaison with board members, staff, and external stakeholders.

Qualifications

• Bachelor's degree or 5+ years experience in a related field.

Responsibilities

• Manage complex executive calendars and travel arrangements.

Skills

MS Office proficiency

Organizational skills

Communication skills

Discretion with confidential info

Project coordination

Education

Bachelor's degree or 5+ years experience in related field

Tools

PowerPlan

Raiser’s Edge

Financial Edge

Outlook

Job description

Senior Executive AssistantPartners with the President and COO, as well as other senior staff leaders to ensure optimal use of executive’s time. Manages complex scheduling, board and committee operations, communications, reporting, and special projects to ensure efficient executive operations and effective governance. Exercises sound judgment, maintains confidentiality, and serves as key liaison with board members, staff, and external stakeholders.Responsibilities:Handle all administrative tasks for the President:Manage complex executive calendars, prioritize scheduling requests, and coordinate travel arrangements; confirm appointments and greet visitors upon arrivalPrepare correspondence/draft emails, presentations, reports, credit card expense reconciliations in Financial Edge, and other executive materialsMonitor deadlines, track follow-up items, and help ensure timely completion of commitmentsDraft executive administration department’s annual budgetPrepare and code check requests for incoming invoices in Financial Edge upon approval; prepare monthly variance reportCoordinate, schedule and draft agendas for quarterly Board meetings, Advisory Board, annual Emeritus Board, Special Task Forces, and quarterly Executive, Governance, Finance, and Investment committees as well as the bimonthly leadership meetings and annual offsite planning retreat (send calendar invites; reminders with minutes; track attendance); schedule bi-monthly meetings with all direct reports.Attends all Board and assigned committee meetings to take and draft minutes (2 Boards; 4 committees).Maintains board intranet site (Easy Board); upload Board, Advisory Board, Adolescent Advisory Council and committee meeting documents in timely mannerUpdate contact list, Easy Board, and Outlook distribution groups for Board of Directors, Advisory Board, Emeritus Board, Adolescent Advisory Council, and all committees and distribute updates internally as appropriateMaintains updated Bylaws, annual Board and Advisory Board Orientation manuals, Governance forms, Board/Advisory Board and committee minute books, and biennial Board evaluation surveys. Maintains/updates volunteer chronology report, Board and Advisory Board officer terms, committee Chair terms, Board and Advisory Board needs analysis/profile matrix and track new and/or retiring Board and committee membersProvides back-up receptionist relief once per week at lunch and helps cover if receptionist is sick, on vacation, etc.Scheduling and CommunicationServe as liaison between the President, senior leadership, board and committee members; schedule meetings and assist President in preparation of all meetings; make and distribute meeting handoutsAssists other senior staff members with meeting/calendar scheduling as neededManage incoming and outgoing communications, including internal and external mail, email, faxes and phone calls; draft emails as neededPrepare and send birthday cards to Board members and birthday e-card to all staff from CEO.Reports and Special ProjectsMaintains accurate records and files for management reporting, budgets, etc.Assist in material preparation; meeting materials and presentationsActs as coordinator for special projects as requested (i.e. annual Leadership retreat; Strategic Planning)Meeting LogisticsCreates PowerPoint presentations and Excel reportsAssist in monitoring key dates, deadlines, etc.; follow up on various activities to ensure completion and deadlines are met; email meeting remindersCoordinates refreshments for the meetings, reserves appropriate meeting room, and coordinates technology needs with IT.Drafts and distributes minutes of all Board and committee meetings.Office ManagementReviews operating practices and procedures in order to determine whether improvements and efficiencies can be made in areas of workflow, reporting procedures, or expendituresBe available to train lower-level clerical staff as neededOrder kitchen supplies as needed: water, coffee, creamer, paper towelsThis position should have sufficient preparedness in the following areas:Proficient use of MSOffice Suite of products; Outlook, Word, Excel, PowerPointProficient in database management; Powerplan; Raiser’s Edge; Financial EdgeSelf-starter; team playerAbility to manage multiple projects, prioritize effectively, and meet goals and deadlines; strong planning, organizational, and analytical skillsAbility to handle sensitive information with discretionDemonstrated business writing and editing skills; familiar with dictationAbility to work independently or with little supervision; able to think proactively and plan aheadWell-developed interpersonal and communication skillsProfessional and calm attitude; flexibleBasic knowledge of operations for computer, copier, fax, postage machine, etc.Knowledge of emergency procedures for fire, disaster and unplanned incidentsBenefits include:9 paid organization-wide holidays1 paid personal holidayAccrued PTOMedical, dental, and vision insurance plansEmployer match toward 403(b) retirement savings account for eligible employeesEmployee assistance program for free or reduced financial counseling, mental health counseling, and other confidential professional assistanceAs a 501(c) (3) nonprofit organization, Skyland Trail is a Public Service Loan Forgiveness (PSLF) qualified employer. Full-time employees may qualify for the federal student loan forgiveness programWorkplace Culture:Skyland Trail is a nonprofit mission-focused organization with five campuses in Atlanta and about 250+ employees. Employees work collaboratively in small teams. Cross-departmental committees and working groups help ensure quality and performance improvement. Each and every employee plays an important role in our clients healing and recovery.Commitment to Community Health:Skyland Trail values the health of our staff and clients and has taken steps to ensure a healthy campus and community. Please note that Skyland Trail is a 100% nicotine-free campus. There is no smoking, vaping, or tobacco use permitted anywhere on campus, indoors or outdoors. Skyland Trail also recommends employees to be fully vaccinated for Covid-19 and to receive a CDC-approved influenza vaccination annually.Skyland Trail respects and values individuals and their diverse histories, abilities, identities, and perspectives. We work to ensure all aspects of our organization reflect our commitment to diversity, inclusion, and cultural equity.Qualifications:Minimum of a Bachelors degree in a related field or five (5) years experienceKnowledge of and proficiency with computersProficiency in database managementMinimum 55 wpm