Full Time ADMIN-EXECUTIVE OFFICE-01231 4085 Independence Drive Administrative/Clerical M-F Days Executive Assistant to the CEO The Executive Assistant supports and enhances the work of the President, CFO and General Counsel in service of the organization's mission. The Executive Assistant assists with problem-solving, anticipates challenges, troubleshoots difficulties and prevents problems where possible. The Executive Assistant communicates and enhances the presence and accessibility of the President while simultaneously working to protect and organize the President's time to focus on the more significant organizational matters. The Executive Assistant provides high quality communications, cultivates relationships, tracks and coordinates projects, particularly with regard to the Board, leadership team and funding sources. Job Duties / Essential Functions 1. General Counsel: Schedule and maintain the General Counsels calendar, meetings and related arrangements. Takes minutes as specified by the executive, using discretion and expertise to ensure only pertinent information is included while maintaining confidentiality. Provide legal support responding to discovery requests, scheduling depositions and meetings as necessary for all claims. Provide support during annual insurance renewal. 2. CFO: Schedule and maintain the CFO's calendar, meetings and related arrangements. Takes minutes as specified by the executive, using discretion and expertise to ensure only pertinent information is included while maintaining confidentiality. 3. Leadership Teams: Take minutes as specified by the President, using discretion and expertise to ensure only pertinent information is included while always maintaining confidentiality. Support leadership teams by preparing agendas and taking minutes. Arrange appropriate follow up action. 4. Executive Communications: Ensure that all Office of the President communications are adequately processed in line with organizational policies and procedures, and appropriate external regulatory and accrediting requirements. Compose routine correspondence for the President. Process all incoming and outgoing communication between the President and various KidsPeace publics in a timely, efficient, effective and friendly manner. Seek and accept constructive feedback and implement a plan to professionally address related concerns for self and President. 5. KidsPeace Subsidiary Boards: Schedule meetings as written in the by-laws for each of the KidsPeace Subsidiary Boards. Prior to the meetings contact the appropriate staff for reports for each meeting, prepare agendas and all other materials necessary for KidsPeace Subsidiary Board meetings and distribute. Ensure that all Subsidiary Board books are up-to-date and have all necessary paperwork. 6. CEO Support: Assists the President in achieving professional and organizational goals set by the Board of Directors. Position and prepare the President for contacts with all KidsPeace publics in terms of meeting arrangements, travel logistics, meeting briefings, engagement ideas and other such preparation. Work with the President on current issues and recommend current priorities and action items. Maintain the President's calendar, contact roster, travel arrangements and other coordinating functions in an efficient, effective manner. Monitor and prepare President's Office business forms in accordance with applicable directives and organizational policies and procedures. Track and coordinate expenses and other records and other fiscal items related to the President's budget. 7. Board Relations: Ensure meaningful, productive and positive communication between the Board of Directors, the President, and key employees of KidsPeace. Work with the Board and Committee chairpersons on committee and Board agenda preparation, as well as subsequent action items required by the Board. Ensure the Governing Board manual and meeting minutes book are maintained. Qualifications (Education, Training and Experiences) 1. High School/business school graduate required; Bachelor's degree preferred. 2. Minimum five (5) years executive secretarial experience. Physical Requirements and Working Conditions 1. Must be able to travel as necessary. 2. Office environment.