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Executive Assistant

THE OPPORTUNITY

The Possible Project is a bustling organization that strives to create a warm and welcoming environment for all its constituents but most importantly the students who our program serves. To ensure there is adequate capacity to support TPP’s Executive Team and day to day operations, the organization is adding an ExecutiveAssistant position to partner closely with the Chief of Staff to advance critical executive tasks in a timely and high-quality manner. You will play a meaningful role within the organization; ensuring exceptional communication between the Executive Team and the broader staff base.                                                                                                                    

As the Executive Assistant, you will interact with internal and external contacts at all levels of the organization. The ideal candidate will exercise good judgment, have a pro-active spirit, strong attention to detail, and exceptional communication skills all of which is required to plan, prioritize and organize a diversified workload. Reporting to the Chief of Staff, this role is a great opportunity for someone looking to develop skills and experience in their professional career within a growing nonprofit organization. 

The Possible Project places importance on diverse perspectives and understands that they are critical to its success, and as such, values these perspectives in hiring and decision-making. To learn more about The Possible Project, please visit www.possibleproject.org.

KEY RESPONSIBILITIES 

  • Assist the Chief of Staff with daily administrative duties that include calendar management; proactively identifying and addressing travel and scheduling conflicts; answering and routing phone calls and mail; and completing weekly agendas for regular meetings such as the Executive Team meeting and others as needed
  • Ensure Executive Director has all relevant materials for internal/external meetings in close coordination with the Chief of Staff
  • Implement social media plan with the Director of Communications and External Affairs.
  • Assist with email communication and task prioritization for Executive Director; support internal communication on behalf of the Executive Director, as needed
  • Supporting Executive Team in preparing relevant materials for all meetings, as needed.
  • Contribute to developing materials for key meetings, as needed
  • Managing scheduling of quarterly board meetings, audit committee meetings, and other meetings or calls as needed. Attend these meetings from time to time to take minutes and document action steps agreed.
  • Provide additional general administrative support as needed, which can include coordinating senior leadership and management team meeting and planning team-wide events
  • Collect, prepare and distribute appropriate materials for meetings as assigned
  • Locate, research, assemble, edit and summarize material, information and data as requested particularly for members of the Executive Team 
  • Maintain a high-level of confidentiality, take initiative and use good judgment
  • Establish and maintain cooperative and productive working relationships with internal and external constituents
  • Cover, at times when needed, the daily operations of the front desk including answering phones/routing calls, greeting guests.  

QUALIFICATIONS & MINDSETS

While there is no perfect resume, we will likely be most interested in your application if you fulfill most or all of the following: 

  • Bachelor’s degree preferred
  • Prior experience as an administrative assistant OR training that would likely provide the ability to perform the core responsibilities of the role
  • Strong organizational and time management skills, ability to manage multiple tasks and articulate information both written and orally
  • Attentive to detail, and ability to maintain a professional demeanor in dealing with a variety of different constituents
  • Comfort with technology and proficiency in MS Office, Excel, Word, Outlook, Powerpoint, along with being flexible to learn other programs and databases utilized by TPP
  • A high degree of initiative and motivation along with the ability to effectively collaborate and plan with coworkers
  • Background in social media implementation
  • A demonstrable passion for the mission, vision, and values of The Possible Project
  • Ability to work under pressure to achieve tight deadlines while maintaining a customer service focus
  • Flexibility, adaptability and the ability to remain detail-oriented in an environment in which change can happen quickly 

In addition, the successful candidate will demonstrate the organization’s key values:

ENTREPRENEURSHIP

RESPECT

TEAMWORK

RESILIENCE

INTEGRITY

FUN

 COMPENSATION & BENEFITS

The Possible Project offers a robust compensation and benefit package including high quality health benefits and an employer contribution to your 401(k) plan.

The Possible Project is a 501(c)(3) organization. For more information, please visit www.possibleproject.org.

 

EQUAL OPPORTUNITY EMPLOYER

The Possible Project is an equal opportunity employer and does not discriminate on the basis of race, color, national origin, sex, religion, age, disability, sexual orientation, gender identity, veteran status, height, weight, or marital status in employment or the provision of services.

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our philosophy

We believe in the power of positivity, and that people deserve to be happy both at home and at work.  That's why we focus on three key components to find the right match for each of our current openings: aligning your individual strengths with the requirements of the role, finding work you feel passionate about, and ensuring your values match those of the organization.

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