** Interested candidates should send their resume’ to Info@flatfeehiring.com for consideration**
Overview The Executive Assistant is responsible for supporting the CEO, Chief Operating Officer (COO), and Chief Impact Officer (CIO) in a timely and professional manner. Main duties will include support in processing inbound communications, coordinating meetings, organizing calendars, creating agendas, tracking action items, and supporting travel and other logistics for the CEO, COO, and CIO (senior leadership). The ideal candidate has previous experience as an Executive Assistant and is familiar with office management technologies. To be successful in this role, they should be proactive, meet deadlines, and communicate effectively in order to identify and address the needs of senior managers and perform administrative tasks to ensure the organization’s workflow runs smoothly.
Digital Harbor Foundation is dedicated to digital equity for everyone, increasing diversity in the technology sector, and advancing technology innovation for the public good. Driven by our sincere belief that access to opportunity is a basic right, we take bold yet practical actions to support making a better future now. Through a portfolio of projects focused on developing leadership within communities, we support those closest to challenges to take deliberate actions based on a design thinking approach, backed by data analysis, grounded in a practice of collective impact, and driven by a commitment to racial equity.
Education and Experience Requirements
- Required: 3+ years experience as an Executive Assistant.
- Preferred: 3+ years experience working with C-Suite executives.
- Preferred: Experience working with nonprofit organizations and/or in business development.
Knowledge, Skills and Abilities
- Excellent written and verbal communication, with strong interpersonal, and presentation skills.
- Ability to work independently, including managing multiple projects and deadlines, and proactively identifying and completing tasks.
- Ability to effectively collaborate on informal and formal projects with various departments within the organization, and with a positive disposition.
- Ability to think strategically and make recommendations that take into account competing needs and priorities.
- Detail oriented.
- Comfort using CRM databases.
- Proficient with Microsoft Office (Word, Excel) and Google Suite (Sheets, Docs, Slides).
- Analytical thinking, problem-solving, organizational, and multitasking skills.
Additional Notes This position is fully remote, but will require in-person attendance at meetings as often as monthly.
Role and Responsibilities Executive Support
- Processes in-bound communications and prioritizes items for review by senior leadership.
- Composes and prepares correspondence, which at times may at times be sensitive or confidential
- Communicates directly, and on behalf of senior leadership with Board members, donors, staff, and others.
- Follows up on contacts made by senior leadership and supports the cultivation of ongoing relationships.
- Reviews reports and items for completeness before review by senior leadership.
- Arranges travel plans, itineraries, and other logistics as beneficial for senior leadership or members of the team as requested. Facilitates cross-divisional coordination of travel and outreach plans as well.
- Plans, coordinates, and ensures senior leadership’s schedule is followed and respected to provide ability for focus and appropriate preparation.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to senior leadership, including creating draft recommendations where appropriate.
- Works closely and effectively with senior leadership to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Works closely and effectively with senior leadership to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
- Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Development Support
- Supports utilization of Development tools, such as: Benevity, Instrumentl, Salesforce, Asana, and individual donor portals.
- Prepares and organizes documentation for grant applications and reporting requirements, ensuring accuracy, completeness, and compliance with guidelines.
- Provides Salesforce support by tracking payments, maintaining accurate records, and identifying and resolving data gaps or incomplete entries.
- Performs data entry and management tasks with a high level of accuracy, utilizing strong Excel / Google Sheets skills to organize, analyze, and maintain data sets, including budgets.
- Coordinates and sends monthly grant-related email communications to Project Directors, ensuring timely and accurate dissemination.
- Provides logistical support and coordination for new projects, assisting with planning, scheduling, and resource organization to ensure smooth project initiation and execution.
Organizational Insight and Leadership
- May manage a variety of special projects, some of which may have organizational impact, as requested.
- Assists in coordinating agendas and logistics for various senior leadership, organizational team or Director, and Board meetings.
Other Duties as assigned: Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Compensation
Compensation for this full-time position is $50,000-55,000 annually, commensurate with experience.
Digital Harbor provides a best-in-class comprehensive set of benefits to support the team. All regular, full-time employees are eligible to receive: Health Benefits & Insurance
- Carefirst Blue Cross Blue Shield – Health, Dental, and Vision Insurance (100% of the premium paid for employees and 85% of dependents)
- Pre-Tax Health Savings Account (HSA) (with $275 monthly employer contributions)
- Pre-Tax Flexible Savings Account (FSA)
- Paid Accidental Death & Dismemberment (AD&D) Insurance
- Paid Short-Term & Long-Term Disability Insurance
- Paid Basic Life Insurance
- Supplemental Voluntary Life Insurance (Employee, Spouse & Dependent Children)
- Total Pet Plan and Supplemental Wishbone Pet Insurance
- Employee Opportunity Program (EAP) – Health and Wellness
- Wellness Reimbursement Program Retirement
- 401k Retirement Plan (with 6% matching)
Paid Time Off
- 15 Days Paid Time Off Per Year
- 20 Days Paid Time Off Per Year (after 3rd Anniversary)
- 25 Days Paid Time Off Per Year (after 6th Anniversary)
- 16 Paid Holidays (14 common plus 2 flexible holidays, including Dec 25 – Jan 1)
- Paid Bereavement Leave
- Paid Parental Leave for Moms and Dads (two weeks after first year)
If our mission and vision align with your personal values, please apply! A cover letter outlining your qualifications for the position along with your resume is required. Interviews will be conducted virtually!