Executive Assistant, C Suite (Hybrid in Phoenix, AZ)

Administrative Duties

• Communicates directly, and on behalf of the President and CEO, with Board members, donors, AllThrive 365 staff, and others, on matters related to CEO's organizational initiatives.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Handle phone, email, and postal inquiries and responds appropriately.
• Maintains corporate records, licenses and agreement for all entities, ensuring all vested departments are kept apprised of the status.
• Serves as the liaison to the Board of Directors, maintaining discretion and confidentiality in relationships with all board members.
• Draft and edit correspondences, articles, reports and presentations; transcribes meeting notes/minutes.
• Arranges facilities for all CEO and Executive hosted meetings, assures proper meeting environment, includes technology set-up, refreshments, availability of materials and clean-up of conference rooms.
• Assist with purchasing and maintaining supplies for the office.
• Handle phone, email, and postal inquiries and responds appropriately.
• Manages tasks to support the work of AllThrive 365 programs and operations and overall mission.
• Compiles materials for Annual Reports and various questionnaires, ensuring complete inclusion of materials.
• Works with Corporate Officers to delineate a segregation of duties in support of the Governing Board.
• Play a key role in the planning and organization of company-wide events (All Hands Meetings, offsite events).

• Supports outreach and community development activities, including assisting the coordination of community and fundraising events, serves as an agency representative at community networking functions when needed.
• Partner with Senior Leadership Team (SLT) for various reports, data, information and requests on behalf of President & CEO. Creating and maintaining spreadsheets for leadership (KPI s; goals; documents, forms, PowerPoint presentations and correspondence for executive use and distribution).
• Supports Mission Advancement and Program Staff regarding submission of governmental grants and contracts for the organization.
• Coordinates the process and preparation of government grant and contract reports as required by the granting organization.
• Manages and coordinates the Listen for Good/client satisfaction survey, reporting and action plan process.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Manage Executive Leadership Team’s Outlook calendars. Prioritize meeting requests while troubleshooting conflicts. Arrange for travel when requested.
• Prepare expense reports and other expenditures for CEO.
• Prioritizes and manages multiple projects simultaneously. Follows through on issues in a timely manner.
• Special projects and tasks as assigned, including working collaboratively with staff to assure projects meet deadlines.
• Promotes ongoing commitment to excellence and continual quality improvement to ensure the highest quality of services to our staff and clients.
• Manages department within budget constraints.
• Performs other duties as assigned