Job Title: Executive Assistant
Location: Jackson, MS
Reports to: VP of People and Culture
Classification: Part-Time Associates (Non-Exempt)
Supervisory Function: None
Job Summary:
We are seeking an Executive Assistant (EA) to provide high-level administrative and operational support to executive leadership. This role is responsible for managing calendars/schedules/travels, coordinating and preparing correspondence, and handling confidential information with professionalism and discretion. The Executive Assistant is responsible for accurately managing and tracking executive expenses, ensuring all expenditures comply with organizational policies and budget guidelines. The ideal candidate is highly organized, demonstrates strong time management, and can work independently while providing responsive, personalized support that enhances the foundation's and its staff's overall efficiency.
This role is execution-focused and does not include supervisory, strategic, or decision-making authority.
Key Responsibilities:
- Manage the president's professional and complex scheduling and calendars (including travel logistics, accommodations, transportation, and meals).
- Monitor, reconcile, and manage executive expenses, ensuring timely submission of accurate expense reports and compliance with organizational policies and budgets.
- Assist with preparing executive materials for board and leadership meetings, as directed.
- Handling Sensitive Information: Discretion in managing confidential matters, from personal details to high-level business information.
Competencies Required:
Mission Alignment:
- Demonstrates a strong understanding of the Foundation’s mission and values, integrating them into daily tasks and interactions.
- Actively seeks opportunities to further engage with the mission and contribute positively to the organization’s impact.
Effective Communication:
- Communicates professionally and respectfully with team members, community members, and stakeholders, fostering an environment of open dialogue.
- Adapts communication style to meet the needs of diverse audiences, ensuring clarity and mutual understanding.
Operational Excellence:
- Demonstrates strong attention to detail, organization, and follow-through
- Manages multiple priorities efficiently in a fast-paced environment
Project Management:
- Prioritizes tasks effectively and meets deadlines, ensuring successful project outcomes through collaboration.
- Provide regular updates on progress and seek guidance as needed to achieve objectives efficiently.
Confidentiality and Judgement
- Exercises sound judgment and discretion when handling sensitive and confidential information
Executive Support:
- Anticipates executive needs and provides proactive administrative support
- Communicates clearly and professionally with internal and external stakeholders
Financial Acumen:
- Demonstrates a foundational understanding of financial principles, such as budgeting and expense tracking, to support the organization’s financial health.
Analytical Ability:
- Apply analytical skills to problem-solving and informed decision-making, using data to recognize trends that influence work.
Qualifications:
Education: Bachelor’s degree preferred.
Experience: Three to five years of prior experience supporting a senior executive or leadership team.
Technology Proficiency: Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and expense management software (e.g., Emburse Certify).
Communication Tools: Familiarity with tools such as email, instant messaging, and video conferencing platforms (e.g., Zoom, Microsoft Teams).
Social Media and CRM: Basic familiarity with social media platforms and CRM systems to support administrative and communication-related tasks, as needed.
Ethics & Integrity: Demonstrates a high level of professionalism and ethical standards, with a strong commitment to confidentiality, discretion, and adherence to applicable policies and regulatory requirements.
