ProGeorgia Hiring for Executive Assistant at Atlanta Metropolitan Area Full Time

ProGeorgia

Executive Assistant

About ProGeorgia:

ProGeorgia is a bold, trusted, and diverse collaborative that champions an equitable and inclusive democracy for and with traditionally underrepresented communities. ProGeorgia supports and coordinates the civic engagement programs of diverse partner organizations across Georgia. In addition, ProGeorgia develops the infrastructure, executes joint strategies, and employs new tools and technology to ensure a government that is more responsive to the needs of our constituencies.

ProGeorgia believes that every citizen should be able to vote without undue obstacles,

roadblocks, restrictions, confusion, or intimidation.

• Our democracy is stronger when all people participate.
• Our government has a responsibility to work for all of its citizens.
• As progressive community members, we are stronger when we work together.

To learn more about ProGeorgia, visit https://progeorgia.org.

Job Summary:

The Executive Assistant will provide high-level administrative support to the Executive Director. The individual in this role will provide seamless execution of tasks and administrative support, including extensive calendar management, meeting preparation, and managing the leader’s daily schedule.

The Executive Assistant must demonstrate a high level of integrity, professionalism, and confidentiality, handling sensitive information with tact, discretion, and judgment. A high degree of responsiveness and independent judgment is required to plan, prioritize, and organize in a fast-paced, rapidly changing environment. The Executive Assistant is the key to keeping the leaders focused on the business priorities by taking care of administrative details and tasks. This position involves a high level of visibility and interaction with senior leadership and various other departments and business functions.

Duties/Responsibilities:

• Provides high-level administrative support and assistance to the Executive Director and/or other assigned leadership staff.
• Performs clerical and administrative tasks, including drafting letters, memos, invoices, reports, and other documents for the Executive Director.
• Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
• Coordinates department, team, and leadership meetings and special events (both onsite and offsite) to include securing meeting rooms/space, handling all catering needs, audio, visual, agendas, set-up, speak coordination, and arranging transportation (if needed).
• Arrange travel and all accommodations for leaders as required, including comprehensive and detailed itineraries. Travel with the Executive Director to provide support as needed.
• Prepares expense reports, written communication, reports, spreadsheets, and presentations, which may require the gathering of data from internal and external sources.
• Prepares presentations, reports, and other documents using Google Docs, spreadsheets, and presentation software packages. Ensure all documents, letters, briefing, and other materials are in final format, including but not limited to grammar, content, substance, and accuracy.
• Maintain employee reference lists and department organization charts and assist with dissemination of internal communications as needed.
• Maintain and develop systems that organize and structure the work of the leader. Organize and maintain files/records on all matters, as appropriate, while maintaining strict confidentiality.
• Welcome guests and partners by greeting them in person or by telephone answering or directing inquiries.
• Serve as a liaison between the executives, senior leadership, and staff.
• Integrate into and work with other assistants in support of the leadership team. Serves as a backup for other assistants, as necessary.
• Receives incoming communication or memos on behalf of senior staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Coordinate special projects and perform other related duties as assigned.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and, at times, stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Able to type a minimum of 50 words per minute.
• Extremely proficient with Microsoft Office Suite including Outlook, Word, Excel, and PowerPoint; Google Suite applications (i.e., Docs, Sheets, Slides, etc.), Zoom, Asana, Concur, and other office productivity tools, with an aptitude to learn new software and systems.
• Advanced knowledge/experience in Word, Excel, and PowerPoint.
• Proficiency with digital devices and files and an aptitude to quickly learn new technologies are a plus.
• Exceptional organizational skills are required; they must be detail-oriented and can prioritize and work independently.
• Demonstrated ability and experience to act proactively and to effectively anticipate and respond to the needs of the executive.
• Demonstrated success working in a high work volume, fast-paced, and complex matrix environment.
• Demonstrated ability and experience in building relationships, working collaboratively in a team environment, ability to build coalitions and alliances across the enterprise.
• Experience with meeting planning and event logistics for large groups (30+ attendees), including virtual/remote (Zoom, Skype, Google Meet, Team, etc.) meetings.
• Exceptional project management skills.
• Critical thinker with a strong eye for accuracy.
• Excellent written and verbal communication skills; strong listening skills.
• Excellent calendar management skills.
• Professional demeanor and telephone manners are essential.
• Team-based interpersonal skills.

Competencies:

• Maintains and develops a strategic analysis, thinking, and planning focus, e.g., vision/mission/values/practices/goals/objectives, critical success factors/key result areas, etc.

Education and Experience:

• Bachelor’s degree in a related discipline and eight years of experience in a related field. The right candidate could also have a different combination of a master’s degree and up to five years of experience in a related field.
• 5+ years of experience supporting Senior Executive level leader.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Travel:

• Approximately 30-40% of the successful candidate’s time will be spent traveling with the Executive Director.
• Travel before engagements to assist with set-up for the Executive Director as needed.

Location:

• ProGeorgia’s office is in the Atlanta, GA, metro area.

Compensation:

• This position’s competitive base salary range is $95,000 annually, commensurate with qualifications and experience.

Benefits:

• ProGeorgia covers medical, dental, vision, and life insurance premiums.
• 401k and company matching up to 5%.
• Three (3) weeks of vacation are offered annually.
• Up to five (5) Workplace Mental Health days are offered annually.
• Thirteen (13) sick days are offered annually, with a 240-hour rollover option.
• Leave benefits offered aligned with federal regulations.

ProGeorgia State Table is an equal opportunity employer, and having a diverse staff is a fundamental principle at ProGeorgia, where employment, development, and promotion opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, gender identity or expression, pregnancy, sexual orientation, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law.