Executive Assistant

Application due:  May 17, 2024  *  Classification:  Full-time employment  *  Reports to:  Chief of Staff

The Executive Assistant provides advanced administrative support to the CEO and other executive leaders as assigned, including calendar management, research, preparation of reports and correspondence, handling information requests, recording and transcribing meeting minutes and arranging travel, events/meetings, and conference calls. This position is onsite Monday through Thursday with remote work possible on Fridays. 

Essential Functions

• Manage the CEO’s (and/or other executive leaders’) calendar, communicating directly, and on behalf of the CEO, with high-level outside agencies, fellow colleagues, board members, donors, customers, and visitors.
• Prepare, maintain, and file correspondence using word processing, spreadsheet, database, or presentation software.
• Research, compile data, and prepare documents for consideration and presentation to executives, committees, and the board of directors.
• Prepare agendas, itineraries, reservations, and catering for meetings and travel.
• Record, transcribe, and distribute meeting minutes.
• Maintain and organize office supply inventory.
• Organize team and board communications and plan events, both internal and offsite.
• Maintain professionalism and strict confidentiality with all materials.
• Answer and direct phone calls, in-person visitors, mail, and email messages and may handle a wide range of information dissemination.
• Contributes to team effort by accomplishing other duties as assigned.

Knowledge

• Knowledge of word processing, managing files and records, transcription, designing forms, and other office procedures and terminology.
• Knowledge of the structure and content of the English language including the meaning and spelling of words, and the rules of composition and grammar.
• Knowledge of business and management principles involved in strategic planning, resource allocation, leadership technique, and coordination of people and resources.

Skills and Abilities

• Strong organizational skills that reflect the ability to prioritize multiple tasks seamlessly with excellent attention to detail.
• Exceptional interpersonal skills and the capability to build relationships with staff, board members, customers, vendors, and funders.
• Advanced verbal and written communication skills.
• Strong computer, MS Office Suite, and Internet research skills. Knowledge of iOS systems a plus.
• Experience completing tasks and coordinating projects under deadline as an independent team player.
• Proven ability to handle confidential information with discretion.
• Ability to analyze information and use initiative and logic to address and solve work-related issues and problems.

Experience

• Strong work tenure: minimum five years of administrative experience (“C” level executive experience a plus).
• Experience maintaining an electronic calendar, working independently, travel and meeting/event planning and recording and transcribing meeting minutes.

Education

• Bachelor’s degree preferred; Associate’s degree plus equivalent work experience acceptable.

Physical Requirements
The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel objects, reach with hands and arms, and to stand, walk, bend or lift up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust and focus.

THAW will make reasonable accommodations necessary to comply with the ADA regulations.

Travel Requirements
Limited local travel for this position may be required (5-25%). Employee must have use of reliable transportation. A valid driver’s license and vehicle insurance is required if using a personal vehicle on company business.

Work Environment
This position operates in professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

COVID-19 Considerations

THAW has instituted mandatory vaccine requirements and currently works a hybrid schedule (minimum 2-3 days in the office/week).

The Heat and Warmth Fund (THAW) is stabilizing and empowering Michigan families, keeping them healthy, safe, and warm. Since its inception in 1985, THAW has distributed over $220 million in assistance to more than 300,000 Michigan households.

The Heat and Warmth Fund (THAW) is an equal opportunity employer. THAW does not discriminate on the basis of race/color/religion/sex/national origin/veteran/disability/age/sexual orientation/gender identity or any other characteristic protected by law.