Reports To: Executive Director
Classification: Full Time | Exempt
Salary & Benefits: $60,000 to $65,000. The Center offers a competitive benefits package that includes medical, dental, vision, 401k with employer contribution, voluntary life, short-term, and long-term disability insurance, paid parental, family care, and gender affirming healthcare leave. We also offer a generous paid time off policy.
Schedule: Generally Monday through Friday. Work days and hours may shift depending on scheduling needs; typical schedule will be 10:00 a.m. to 6:00 p.m. Flexibility required.
Summary: The Executive Assistant is responsible for supporting the work of the Executive Director (ED), Chief Operating Officer (COO) and other key staff as needed. This role will enhance executive leadership effectiveness by providing critical administrative task execution and day-to-day support, information management and representing executive staff to others. In addition, this role will serve as an administrative liaison between the Executive Team and the Board of Directors and will support the ED’s execution of The Center’s organizational and fundraising strategies
Essential Duties and Responsibilities:
- Represent the interests of The Center and executive staff with equity, diplomacy, and professionalism.
- Welcome visitors, inquiries and appointments in person, via email or virtually; answering and/or directing inquiries.
- Produce agendas, documents, packets and other information by transcribing, formatting, inputting, editing, retrieving, copying, and/or transmitting text and data.
- Maintain the Executive Director & COO’s calendar and schedules; coordinate scheduling meetings and events with others and continuously assess ED’s schedule and communicate to all departments meeting confirmations, prep needs. Be responsive to real-time changes in the calendar and last minute prep tasks.
- Act as liaison between Development staff and ED, assisting in sending fundraising emails and letters, working closely with Development to ensure that high priority meetings are scheduled promptly and confirmed.
- Assist other departments in executing ED’s communications to donors, elected officials, and other community members.
- Provide lead up and night-of support to ED and other departments at fundraising events.
- Work with the Finance department to ensure the timely approval of Accounts Payable materials.
- Provide coordination and set-up duties for various executive-led and other internal and committee meetings.
- Prepare ED & COO time records and expense reporting.
- Manage all Board-related scheduling, including in-person Board meetings, Executive Committee and other committee calls.
- Coordinate all details related to Board meetings including preparing materials, and purchasing supplies. Attend Board meetings to provide night-of administrative support.
- Act as custodian of critical board documents and make them available to members of leadership or auditors upon request.
- Record and draft minutes for various Board, committee and staff meetings.
- Work with the Executive Team, People team, and Event Production and Reservations team to coordinate staff meetings every month.
- Arrange travel as needed, including for individuals and groups.
- Maintain various contact and mail lists.
- Develop and carry out an efficient documentation and filing system.
- Assist the ED, COO and other key staff (e.g. People team) with special projects.
- Provide administrative support to general agency operations and People team as directed by the ED/COO and as needed.
- Assist with creation/modification of presentations, spreadsheets, and other various documents.
- Direct inquiries from community members that come into the Executive Office.
- Other duties as assigned.
- Bachelor’s degree or equivalent professional and educational experience.
- Minimum of four (4) years of relevant work experience in a fast-paced, dynamic work environment; direct experience working for an executive is highly preferred.
- Superior communication skills, including strong organizational and interpersonal skills.
- Excellent writing and editing skills.
- Computer proficiency, including experience with Google & Microsoft Office software and Adobe Acrobat.
- Ability to handle multiple tasks and maintain an attention to detail.
- Strong sense of initiative and ability to work independently.
- Must exercise good discretion and judgment and be able to be trusted with confidential information.
- Schedule flexibility, including an ability to adjust to changing circumstances in real-time.
- Demonstrated ability to work with people of diverse races, ethnicities, ages, gender identities, and sexual orientations in a multicultural environment.
- Knowledge and experience with LGBTQ issues and LGBTQ communities strongly preferred.
- Understanding of, and commitment to, undoing structural and institutional racism and bias and the spectrum of gender identity and bias. Consideration of the impacts and outcomes in decision-making processes and on underserved and historically oppressed communities.
- A strong commitment to social justice and the mission of The Lesbian, Gay, Bisexual and Transgender Community Center.
The Center’s Commitment to Equity & Inclusivity:
The Center was born of community activism in response to the AIDS epidemic, ensuring a place for LGBTQ people to access information, care, and support that they were not receiving elsewhere. We opened in 1983 to help people who had doors constantly closed in their faces, ostracized by family, friends, and shunned by the general society. Since that time, we have continually provided a wide array of services and programs to serve our community, with an intentional focus on providing support to those who are most vulnerable. We have always taken great care to be a space that responds to community need; engaging in diversity, equity and inclusion work is another outgrowth of those ongoing efforts. We recognize that in order to help LGBTQ individuals and our diverse community achieve parity in health, justice, opportunity and success outcomes, our organization must hold a strong foundation and competency in, as well as invest organizational focus on, equity and inclusion frameworks, practices and policies. This is also true in our hiring and retention of staff.
The Center is an Equal Opportunity Employer.