Executive & Social Media Assistant

Job Description:

­­­­­­­­­­­­­­­­­Job Title: Executive & Social Media Assistant

Department: Administration

Classification: Full time, salary, exempt

Job Relationship: Reports to President & CEO, supports senior leadership team as assigned, works closely with the Marketing and Communications Specialist on social media.

Position Summary: The Executive & Social Media Assistant provides comprehensive, confidential, andsometimes advanced administrative support to the CEO that conserves the CEO’s time for focus on mission-impact and organization-wide activities and strategy. Promotes the APL’s image by representing the CEO with clients, donors, members of the public, and vendors. Serves as a liaison between the CEO, Board of Directors, employees, and volunteers. Provides office support. Executes APL social media strategy by generating content for approval. Contributes to or manages special projects assigned by the CEO. May provide support to the Board of Directors and members of the senior leadership team as needed or assigned.

Essential Job Functions:

Ensures the time of the CEO is used to the maximum extent for mission-impact activities

  • Manages the CEO’s schedule to include scheduling meetings, appointments, donor tours, presentations, or travel. Resolves schedule conflicts and challenges. Ensures the CEO is informed of meetings and that meetings are scheduled in a manner that meets the CEO’s overall productivity needs.
  • Ensures the CEO is prepared for internal and external meetings, appointments, and presentations. This may include preparing agendas, meeting packets, and other materials, providing background information, creating PowerPoint presentations, etc.
  • Provides high-level and confidential administrative support for the CEO. Tasks include answering phones, filing, photocopying, scanning, coordinating in-person and virtual meetings, transcribing notes, and preparing routine and complex correspondence (e.g., letters, memos, corporate minutes, reports, emails). May be required to notarize documents.
  • Maintains highest standards of integrity, discretion, and confidentiality with respect to information sharing.
  • Manages the CEO’s and Board’s paper and electronic filing systems.
  • Serves as liaison with consultants/vendors and conducts preliminary negotiations as assigned by the CEO.
  • Assists the CEO in tracking tasks and projects delegated to others.
  • Arranges travel and meetings for the CEO. Develops itineraries and agendas, books transportation, arranges lodging and meeting accommodations. Completes expense reports, registrations, and other documents.
  • Maintains a personal workspace that is, at all times, professional and presentable such that its appearance reflects favorably on the Executive Office and the President/CEO.
  • Constantly seeks ways to add value to the organization and improve the CEO’s efficiency and effectiveness.
  • Research topics, complete special projects, or serve on committees as assigned by the CEO.

Acts as a communication link and liaison to the CEO, ensuring that communications are timely, substantive, and representative of the organization’s core values.

  • Communicates in a manner, both verbally and in writing, that represents/reflects the APL’s and CEO’s voice.
  • Communicates directly and professionally with all stakeholders to schedule meetings, telephone calls, and other time commitments for the CEO.
  • Answers the CEO’s phone calls, monitors other communications to the CEO that require response, and ensures inquiries are directed to the appropriate person or department and handled in a timely manner.
  • Works with the Marketing and Communications Specialist to distribute press releases.
  • Serves as the liaison for media requests/interviews. Ensures media inquiries directed to the CEO or appropriate authorized team member. Accompanies and oversees media when they are in the shelter to assist with their needs while ensuring appropriate access to spaces and animals.

Ensures that the Board of Directors receives complete, timely, and clear support for its work.

  • Provides primary administrative support for the Board of Directors.
  • Coordinates the compilation, editing, preparation of board meeting materials to include the board packet, action item materials, and other reports and ensures timely distribution.
  • Attends board meetings and takes accurate, concise corporate minutes and ensures timely review.
  • Attends meetings of Board committees/task forces for the purpose of recording and transcribing minutes, compiling reports, monitoring assignments and the completion of action items.
  • Ensures and supports timely completion of board governance processes including new board member orientation, signing of annual board policies, CEO review process, and board member self-assessments.
  • Manages and maintains the Board’s electronic document archive on the website’s Board Portal. Provide the Board with training on its use.
  • Serves as a custodian for the APL’s corporate records and files. Maintains updated files of the articles of incorporation, code of regulations, board policies and manual, signed confidentiality and conflict of interest statements, and corporate. Maintains record of historical changes as appropriate.
  • Oversees and maintains board member files, board contact information, board scorecards, and board terms.
  • Schedules and coordinates the calendar of annual board and board committee meetings and other board social events. Monitors meeting attendance to ensures a quorum at all meetings.
  • Oversees all meeting logistics (e.g., facilities, equipment, refreshments, scheduling of guests, etc.). Coordinates any other scheduling for board members that might be required.
  • Assists the CEO and board in implementation of ancillary APL volunteer committees or councils and serves as the liaison between those groups and the CEO (e.g., Alumni Council).

Executes APL social media strategy and activity.

  • Generates social media content across platforms (Facebook, Instagram, other) and across APL departments that aligns with our social media strategy.
  • Works with appropriate department personnel to create posts for submission to the Annual Fund & Database Manager for approval before posting.
  • Works with appropriate team members to schedule, generate, and post social media content.
  • Monitors comments and messages and either provides a response or sends them promptly to the appropriate employee for response.
  • Monitors and analyzes monthly statistical reports from social media platform accounts and reports APL status to Marketing and Communications Specialist and Annual Fund and Database Manager.
  • Executes social media strategy that will drive engagement and support APL marketing and PR goals.

Provides support for the senior leadership team

  • Works closely with the CEO to ensure that all projects of the leadership team are on track.
  • Communicates, directly and on behalf of the CEO, on matters related to strategic initiatives and other senior leadership team projects.
  • Assists leadership team members with administrative and scheduling tasks, as assigned.
  • Assists with the generation of statistics and reports, as assigned.
  • Oversees and manages other organizational administrative support tasks
  • Organizes organization-wide events and meetings and trainings including logistics, agendas, and coordination with attendees and presenters, both internal and external.
  • Create monthly operational and financial reports and financial reports as assigned.
  • Uses available project management tools to organize and complete projects as assigned, including appropriate progress tracking and reporting.
  • Maintains the administrative office area in a professional, organized, and clean condition at all times.
  • Creates purchase orders and ensures general office supplies are stocked and accessible to employees.
  • Performs special projects and other duties as assigned.

General Expectations

  • Provides quality service to clients, volunteers, and staff recognizing their contribution to the APL’s success.
  • Actively promotes the APL’s mission, services, programs, and events. Informs clients and constituents of donation opportunities and cultivates relationships with current and potential donors.
  • Always represents the APL in a professional and courteous manner.
  • Supports management and discusses differences privately.
  • Attends necessary meetings, including meetings of the Board of Directors.
  • Identifies challenges and present solutions.
  • Promotes a safe, inclusive, equitable work environment.
  • Actively monitors safety compliance and takes immediate action to correct hazards.
  • Refers media inquiries to CEO.
  • Ability to work a flexible schedule and extended hours.
  • Fear Free Certified or must become certified within six months of hire.
  • Supports the APL’s commitment to a diverse and inclusive culture.

Qualifications & Experience

  • College degree or minimum 4 years’ related work experience and success in a comparable job involving executive support in a computerized, fast paced office environment, preferably in the non-profit sector.
  • Board of Directors’ support, communication, and relationship management is strongly preferred.
  • Experience in planning, project coordination, and donor communications is highly desired.
  • Ohio Notary Public or must complete training and submit application as directed.
  • Valid Ohio driver’s license with acceptable, insurable driving record.

Knowledge and Skills

  • Must be a highly proficient user of virtual meeting platforms, internet research tools, and Microsoft Office/Office 365 programs both as an individual user and to set-up and optimize shared processes with the CEO.
  • Must be a highly proficient in generating social media content across all platforms.
  • Must be proficient in or able to quickly master new software platforms to include Raiser’s Edge, WordPress and WordPress Pro, Canva, PetPoint, and other software applications as needed.
  • If there is no notary at the APL, will be required to obtain notary public commission at the APL’s expense.
  • Must learn quickly and apply what has been learned.
  • Must be able to use and troubleshoot required office equipment (computer, printer, copier, scanner, telephone, fax, smartphone, tablets, projector).
  • Must possess advanced writing and proofreading skills.
  • Must demonstrate a high level of initiative, good judgment, and critical thinking.
  • Must possess superior organizational and time-management skills with the ability to multitask, prioritize, and perform duties reliably, efficiently, and effectively in a fast-paced, demanding environment.
  • Must be detail orientated with a high level of accuracy.
  • Proven ability to work independently with an appropriate level of direction and collaboratively within a team.
  • Must possess professional, tactful, diplomatic, and confident communication abilities (verbal, written) with a diverse group of internal and external constituents and customers.