Position Overview
MORTAR seeks a full-time Executive Assistant to support the CEO and Chief of Staff. This person will manage a wide range of tasks to ensure smooth day-to-day operations. This role requires someone with exceptional organizational skills, patience, and the ability to juggle multiple responsibilities in a fast-paced environment. The EA will help streamline processes, create efficient systems, and manage schedules, communications, and documents with attention to detail and confidentiality. Strong multitasking skills and the ability to maintain privacy are essential, as this role involves handling sensitive information and working closely with senior leadership to meet organizational goals.
CEO Support - 50% Chief of Staff Support - 40% General Team Support - 10%
REPORTS TO: CEO AND CHIEF OF STAFF
DIRECT REPORTS: N/A
Strategic Initiatives
Provide direct clerical support services to the CEO and Chief of Staff including but not limited to internal and external communications, maintaining and ordering office supplies; and scheduling/arranging meetings and conferences. This includes inviting attendees, reserving space and equipment, ordering food, preparing agendas and supplies, recording minutes, and assisting with meeting technology.
Works closely and effectively with the CEO and Chief of Staff to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping them updated.
Responsibilities
Executive Support
Schedule and coordinate appointments, and meetings and keep calendars of CEO and Chief of Staff.
Draft internal & external communications, personal correspondence, and other tasks that facilitate the CEO’s ability to effectively lead the company.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressure.
Prepare and submit invoices, mileage, receipts, and paperwork for the CEO and Chief of Staff.
Research & submit CEO speaking engagement opportunities.
Assist with onboarding of new team members.
Assist with travel arrangements and schedule travel plans for the CEO and Chief of Staff as needed.
Prepare agreements/contracts for signature as needed.
Provide front desk coverage as needed.
Board Support and Liaison
Serves as the administrative liaison to the organization’s board of directors.
Maintains discretion and confidentiality in relationships with all board & team members.
Assists in coordinating the agenda of Board, Finance & Executive Committee meetings and off-sites.
Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
Leadership Team Liaison
Participates as an adjunct member of the Leadership Team including assisting in scheduling meetings and attending all meetings.
Assists in coordinating the agenda of leadership team meetings, full team meetings, and off-sites.
Organize and plan team events, outings, and activities.
Order office snacks, inventory, and supplies as needed.
Provide staff support for special projects from the CEO and Chief of Staff as needed.
Create monthly team newsletter to keep the team informed.
Provide staff support for events as needed.
Required Attributes & Skills
Must maintain the privacy and confidentiality of the Leadership Team
Integrity, Critical thinking, and Initiative
Emotional maturity
Be adaptive and proactive - a team member who is results-focused
Flexible, optimistic, constructive, with a good sense of humor; must be comfortable in a fast-paced environment with frequent deadlines
Expert-level administrative, written, and verbal communication skills
Exceptional planning, time, and project management skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Passionate about the Mission, Vision, Values, Theory of Change, and Strategic Priorities of MORTAR
Hard-working, highly resourceful team player with the ability to also be extremely effective independently
Adhere to the utmost ethical standards, intuitive, considerate, and kind
Versatile, forward-looking thinker who actively seeks opportunities and proposes solutions
High level of organizational skills and ability to multitask
Preferred Experience
Three to five years of experience supporting C-Level Executives, preferably in a non-profit organization
Proficiency in Hubspot or other CRM
SALARY And BENEFITS
Salary Based On Experience
40 hours weekly
Health, Dental, and Vision benefit plans are available after 45 days
PTO plan available after 45 days of employment
Student Loan Repayment Assistance benefit available after 90 days of employment
Additional 20 days of Holiday PTO
Paid day off for your birthday
Remote work days
Other duties as deemed necessary
