Executive Assistant

Description

The Women’s Initiative values team resilience, morale, and performance and credits our success to the individual efforts of our dedicated staff to execute our organizational goals. The Executive Assistant contributes to our mission by working alongside our Deputy Director to facilitate communication and planning across administrative functions. The Executive Assistant is responsible for managing the schedules of the Executive Director and Deputy Director, assisting them with emails, meeting notes, paperwork and performing clerical tasks for the administrative management team. This position works closely with the Finance and Development departments to complete specific administrative tasks as assigned.

The ideal candidate will have excellent attention to detail and experience in taking the initiative to create and maintain organized systems. The successful candidate will have a foundation for developing efficient processes with a proactive approach, excellent written and oral communication skills and will thrive in a fast-paced environment. The Executive Assistant is supervised by the Deputy Director of Administration and Culture.

Job Duties

Essential Functions

Provide comprehensive support services to ensure that executive priorities are met, and best practices are upheld.

Schedule and manage appointments, meetings, and events for the Executive Director and Deputy Director.

Manage the Board of Directors meeting calendar, set up Zoom links, and provide assistance with preparing for meetings and events.

Prepare and organize documents, reports, and presentations for the Executive Director and Deputy Director.

Handle incoming and outgoing correspondence (email and phone) for the Executive Director. Provide administrative support to the Executive Director in areas such as coordinating IT support, requesting office supplies, entering contacts, and processing mail and paperwork.

Assist the Deputy Director to execute organizational needs, requests, and communications including research, preparing documents, and meeting rooms, sending emails, notetaking, and supporting various projects and initiatives for the operations team.

Support finance and development departments with administrative tasks as assigned.

Assist with preparation for board meetings, events, and meetings with stakeholders.

Other administrative duties as assigned include handling donor records, taking meeting notes, filing, making copies, and performing backup duties for positions as assigned.

Maintain the highest level of confidentiality of high-level systems, communications, and operations.

Additional Responsibilities

Routinely provide a wide variety of support duties and/or alternative duties as assigned from time to time, including regularly supporting other administrative departments.

Handle printing, faxing, mail/overnight packages, copying, filing, and email/messages.

Sort and triage mail; maintain e-mail and other address directories.

Compose and prepare routine correspondence for the Executive Director.

Schedule board and leadership meetings; assist in the preparation and distribution of meeting links, agendas, and materials.

Take meeting minutes; prepare documents; handle files and print confidential reports.

Contribute to a workplace culture that empowers and supports staff members and centers individual and collective wellness.

All staff are required to attend certain events including community outreach, fundraising, professional development, and retreats or other activities as needed.

Skills Required

Competencies

Excellent interpersonal in communicating professionally, clearly, comfortably, and regularly with supervisors, staff, and stakeholders.

Exceptional attention to detail in administrative support and data entry

Ability to manage competing priorities, maintain a positive outlook, and work efficiently independently as well as collaboratively in a fast-paced work environment.

Excellent organization and time management skills

Flexible team player, comfortable adapting quickly to changes and competing priorities.

Skills and Abilities

Education and Work History

Four years of experience in an executive assistant position or equivalent work experience is required.

Bachelor’s degree may substitute for some years of experience.

Experience:

Demonstrated ability to implement a positive problem-solving approach to administrative tasks and shifting organizational timelines and priorities.

Experience working in a nonprofit organization or similar setting.

Experience in developing and optimizing internal processes and filing systems.

Experience handling confidential information with discretion.

Experience taking board meeting minutes or similar responsibility.

Computer Skills:

Proficiency in using Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Excellent data entry and information accuracy skills.

Work Schedule

30 hours per week: Monday 11:00pm-5:00pm; Tuesday-Friday 9:00am-3:00pm
This position is a Hybrid position (Both in-person and remote work)

Additional Info

The Women’s Initiative provides free trauma-informed, culturally responsive counseling services and resilience programs that meet the unique needs of women, and Black, BIPOC, Latiné, and LGBTQ+ communities, and we partner with organizations such as the Shelter for Help in Emergency, Sentara Martha Jefferson Hospital, Free Clinic, the International Rescue Committee, and others increase accessibility to our services to all people with barriers to care in our community.

What We Do

The Women’s Initiative provides free trauma-informed, culturally responsive counseling services and resilience programs that meet the unique needs of women, and Black, BIPOC, Latiné, and LGBTQ+ communities. We develop partnerships with organizations to increase access to mental health services for all people in our community with barriers to care.

Mission

The mission of The Women’s Initiative is to provide women with effective counseling, social support, and education so they can transform challenges into positive change and growth.

Vision

All people in our community will have access to innovative, effective, evidence-based mental health care.

Values

We believe everyone has a capacity for healing. We are committed to identifying and supporting each person’s needs and strengths and providing compassionate care that maintains the highest standards of excellence in an environment that is welcoming, safe, and supportive.

Location

Our main office is located at 1101 East High Street and our satellite office is in the historic Jefferson School City Center, 233 4th St. NW Suite 255 B.

Benefits

We offer competitive salaries and benefits packages for part- and full-time employees including substantial paid time off, self-care hours, professional development, supervision, and peer support.
Cultural Humility Statement

Cultural humility works to address the assumptions and biases that lead to health disparities and inequity. The Women’s Initiative defines cultural humility as an ongoing process of critical self-reflection, recognizing and mitigating power imbalances, and holding ourselves accountable at the institutional level. It is an integral component of our mission, vital to fostering resilience and building authentic and healing relationships with clients, community members, and our colleagues. Our staff members participate in learning opportunities to deepen our awareness of ways we can contribute to a more just workplace and community.

Outreach and Events

All staff of The Women’s Initiative are required to attend certain events including community outreach, fundraising, professional development, retreats and other activities as needed

Compensation and Benefits

The salary offered for this position will be based on the candidate’s experience with similar responsibilities, related education and certifications, and highly beneficial skills and talents relevant to the role. A prorated benefits package is offered including health insurance, paid time off, self-care time, and professional development funds.

Equal Opportunity Employer

The Women’s Initiative is committed to providing a non-discriminatory and inclusive environment for its employees. We actively promote diversity and consider all applicants for all positions without regard to color, ethnic background, religion, sex, gender, sexual orientation, national origin, age, and disability status. The Women’s Initiative is a trauma-informed and culturally responsive organization that promotes a healthy work-life balance for all staff. For more information about The Women’s Initiative, please visit www.thewomensinitiative.org

To Apply

A cover letter and resume are required for applications to be reviewed. In the cover letter, please describe your interest in the position, how your skills and experience align with the role, and other information that describes your ideal candidacy for the position.

Send resume and cover letter in one PDF to:

Lisa Gaudet, Office Manager

hr@thewomensinitiative.org

Email subject line: Executive Assistant Application