JOB DESCRIPTION FOR: Executive Assistant and Board Liaison

CLASSIFICATION: Exempt

GENERAL RESPONSIBILITIES: To provide administrative support for President/Chief Executive Officer (CEO) and act as the liaison regarding various meetings, communications, and other pertinent issues to The Citadel Foundation Board of Directors. The Executive Assistant must work independently and rely on own initiative and judgment to complete tasks, must possess strong organizational, computer and interpersonal skills. Must be able to work occasional nights and weekends.

REPORTS TO: The position reports directly to the President/Chief Executive Officer.  

SPECIFIC DUTIES INCLUDE:

Executive Assistant to the President/CEO

• Perform administrative duties for The Citadel Foundation’s (TCF) President/CEO to include:
  • Prepare monthly expense and reimbursement reporting in Concur
  • Prepare gift acknowledgement letters and other routine correspondence.
  • Keep the calendar and schedule appointments.
  • Maintain prospect management system and enter actions into Raiser’s Edge on behalf of the President/CEO.
• Support the President/CEO and managing incoming and outgoing communication as needed
• Act as a liaison between the external or internal executives, TCF staff and TCF donors.
• Manage and prioritize the multiple tasks that have been assigned.
• Delegate the responsibilities of the President/CEO as per instructions.
• Collect data and information from The Citadel and TCF employees and prepare reports to be used by the President/CEO as needed for meetings, donor visits, telephone calls, etc.         
• Work closely with the direct reports of the President/CEO to ensure that their goals/needs are being met.
• Track implementation of operational plans and goals, and report results to the President/CEO.
• Coordinate internal communication efforts to all staff and campus entities including meetings, announcements, and reports.
• Handle donor requests on behalf of the President/CEO.

Liaison to The Board of Directors

• Serves as primary point of contact for Board members
•  Facilitate and coordinate logistics for all Board and Committee-related meetings and events.
• Record and prepare minutes of the board and committees as needed, including composition of minutes tracking of required approvals, and filing of board minutes.
• Assist in providing support to the TCF Board of Directors by preparing agenda, reports and updates for the Board meetings.
• Other Duties as assigned

REQUIRED EXPERIENCE AND QUALIFICATIONS:

• 5+ years of experience as an Administrative Assistant (Non-Profit and higher education experience preferred).
• Bachelor’s Degree
• Excellent priority setting and time management skills. Must possesses very strong time management and organizational skills to fully assist the President/CEO.
• Must have effective decision-making ability by screening and prioritizing projects, mail, and phone calls.
• Excellent oral and written communications skills - must be able to effectively communicate with both internal and external parties.
• Must be able to draft and edit personal and business correspondence, memoranda, and presentations.
• Utmost discretion, this position might be privy to highly sensitive and confidential information and the successful candidate must show the utmost discretion on a daily basis.
• Excellent people skills - have the ability to work with individuals at all levels of the organization.
• Advanced technical skills (PowerPoint, Microsoft Outlook, Microsoft Office and Excel). (Raiser’s Edge preferred)
• The ability to advance projects and solve problems collaboratively and willingness to take the lead when necessary to complete projects.
• Salary, exempt

All resumes an cover letters should come to hr@citadelfoundation.org