Abrar Admin

National Urban League

<div>Description:

Job Status: Regular Full-Time
Reports to: President &amp; CEO
Schedule: 35+ hours a week
Annual Salary: $60,000 to $65,000
Job Summary
The Urban League of Rochester seeks a dynamic, detail-oriented, and highly professional Strategic Executive Assistant to provide high-level leadership and strategic support to the President &amp; CEO. This pivotal role ensures the efficient operation of the CEO&rsquo;s office, drives strategic initiatives, and serves as a critical liaison to internal and external stakeholders. The Strategic Executive Assistant acts as a gatekeeper to the CEO, resolving issues that do not require their direct attention, ensuring smooth communication across departments, and driving collaboration to advance the organization&rsquo;s mission. This role supports executive decision-making, manages key projects, and coordinates communications and operations across leadership and board stakeholders. The position is fluid and adapts to the evolving needs of the organization, with a focus on timely and precise documentation, strong organizational coordination, and effective communication with internal teams, board members, and community partners.
Key Responsibilities
Strategic &amp; Executive Leadership Support<ul><li>
Act as a trusted advisor and gatekeeper to the President &amp; CEO, managing priorities and resolving issues independently whenever possible.</li><li>
Manage the President &amp; CEO&rsquo;s complex and dynamic calendar, ensuring alignment with organizational priorities and strategic initiatives.</li><li>
Provide comprehensive executive support to the President &amp; CEO, including meeting coordination, preparation of briefing materials, and tracking key follow-ups.</li><li>
Assist the CEO in advancing strategic initiatives, with a particular emphasis on housing-related projects and other mission-critical priorities.</li><li>
Track strategic initiatives, leadership priorities, and action items to ensure timely follow-through and accountability across teams.</li><li>
Assess incoming requests, issues, and correspondence directed to the CEO and determine appropriate action, referral, or response.</li><li>
Ensure that all documents, reports, and communications originating from the CEO&rsquo;s office are accurate, well-researched, timely, and professionally presented.</li><li>
Oversee the efficient operation of the CEO&rsquo;s office by establishing and maintaining systems that support organizational effectiveness.</li><li>
Maintain and update executive biographies, resumes, and professional materials as needed.</li></ul>
Strategic Planning &amp; Organizational Coordination<ul><li>
Participate in high-level strategy meetings, contributing insights related to organizational initiatives, operational improvements, and strategic planning efforts.</li><li>
Identify opportunities to improve cross-departmental collaboration and support alignment across teams to advance organizational goals.</li><li>
Assist with planning and coordination of leadership meetings, including agenda development, documentation of action items, and follow-up tracking.</li><li>
Coordinate logistics for internal leadership meetings, retreats, and organizational planning sessions.</li><li>
Collaborate with internal departments to support organization-wide initiatives and strategic priorities.</li></ul>
Communication &amp; Stakeholder Engagement<ul><li>
Serve as a key liaison between the President &amp; CEO, Leadership Team, Board of Directors, and external stakeholders.</li><li>
Serve as a relationship manager for the CEO, handling internal and external communication with key stakeholders, partners, and community leaders.</li><li>
Draft, edit, and proofread correspondence, reports, presentations, and other written materials on behalf of the CEO.</li><li>
Facilitate timely communication with internal and external stakeholders, including staff, community leaders, funders, and constituents.</li><li>
Represent the CEO&rsquo;s office in interactions with partners and stakeholders, ensuring a professional and welcoming experience.</li></ul>
Board of Directors Support<ul><li>
Coordinate logistics and preparation for Board of Directors meetings, including agendas, meeting materials, and presentations.</li><li>
Record and distribute accurate meeting minutes on behalf of the Board Secretary.</li><li>
Maintain organized board records and documentation, ensuring accessibility and compliance with governance requirements.</li><li>
Track board compliance requirements including documentation, surveys, and board dues.</li><li>
Coordinate board committee meetings and support communication between board members and internal staff.</li></ul>
Event Management &amp; Special Projects<ul><li>
Plan and execute events on behalf of the CEO, including leadership meetings, community forums, board engagements, and special initiatives.</li><li>
Coordinate speaking engagements and presentations for the President &amp; CEO, including PowerPoint development and preparation of supporting materials.</li><li>
Manage logistics for board gatherings, leadership events, and community engagements.</li><li>
Lead and coordinate special projects assigned by the CEO, ensuring alignment with organizational priorities and timelines.</li></ul>
Operations &amp; Administrative Coordination<ul><li>
Coordinate domestic travel arrangements and prepare itineraries and briefing materials for meetings and speaking engagements.</li><li>
Maintain organized electronic and physical records in accordance with organizational policies and document retention best practices.</li></ul>
Requirements:
<ul><li>Associate&rsquo;s degree required; Bachelor&rsquo;s degree preferred in Business Administration, Communications, Public Administration, or a related field.</li><li>
3&ndash;5 years of experience supporting senior executives, leadership teams, or nonprofit leadership required.</li><li>
Experience working with executive leadership or boards of directors strongly preferred.</li><li>
Demonstrated experience coordinating complex schedules, projects, and executive communications.</li><li>
Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).</li><li>
Familiarity with platforms such as Google Workspace, Salesforce, Mailchimp, Eventbrite, Zoom, or similar systems preferred.</li><li>
Excellent written and verbal communication skills.</li><li>
Strong organizational and time management skills with the ability to manage multiple priorities.</li><li>
Exceptional attention to detail and accuracy.</li><li>
Strong interpersonal skills and the ability to work effectively across all levels of an organization.</li><li>
High level of professionalism and discretion when handling confidential or sensitive information.</li><li>
Strong project management and coordination skills.</li><li>
Ability to anticipate needs, problem-solve, and take initiative in a fast-paced environment.</li><li>
Ability to synthesize information from multiple sources into clear and cohesive communications.</li><li>
Self-motivated with the ability to work both independently and collaboratively.</li><li>
Creative, solutions-oriented, and committed to supporting the organization&rsquo;s mission and community impact.</li></ul></div>

Strategic Executive Assistant to the President & CEO

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National Urban League

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Strategic Executive Assistant to the President & CEO