Executive Assistant - job 1 of 3

The Executive Assistant at Stand Together is responsible for managing the calendars of top executives, prioritizing a high volume of requests and inquiries. This includes arranging meetings, troubleshooting scheduling conflicts, and providing general administrative support such as processing invoices and coordinating travel logistics. Identifying areas for process improvement and keeping the team organized is also crucial.

Candidates for the Executive Assistant role at Stand Together should have a minimum of 5 years of professional experience, particularly in a high-volume scheduling environment. Strong communication skills, exceptional attention to detail, and a collaborative work approach are key qualifications. Proficiency in Microsoft Office and potentially other tools like Salesforce or Concur is advantageous.

The Executive Assistant supports the development team at Stand Together by managing daily schedules, coordinating communications, and facilitating logistics for meetings and events. This role is integral to ensuring efficient operations, which empowers the development team to focus on fundraising initiatives and strategic partnerships.

The work culture at Stand Together is grounded in Principle Based Management® (PBM®), which encourages innovation, transformation, and respect among team members. As an Executive Assistant, you'll thrive in a collaborative and non-hierarchical environment where feedback is valued, and professional growth is actively supported.

Stand Together offers a competitive benefits package for the Executive Assistant role, including a 6% 401(k) match, flexible time off, comprehensive health and dental plans, and wellness support. Employees also enjoy a meaningful career within a passionate community committed to driving social change.

In my previous role, I managed calendars for three senior executives simultaneously, which required prioritization skills and a keen sense of urgency. I utilized both digital tools and collaborative communication with other assistants to streamline scheduling. My approach focused on anticipating conflicts and providing solutions proactively.

Maintaining confidentiality is crucial in my work. I implement best practices like limiting access to sensitive documents and ensuring any communication involving confidential matters is done through secure channels. I also remind colleagues of the importance of confidentiality in internal discussions.

I once faced a situation where two important meetings were requested at the same time. I immediately reached out to both parties to understand their flexibility and urgency. After discussing priority with my executive, I was able to reschedule one meeting for a more convenient time without causing any disruption.

I am proficient in Microsoft Office Suite, especially Outlook for calendar management and Excel for tracking expenses. Additionally, I've used tools like Concur for expense reporting and Trello for task management. These programs greatly enhance my efficiency and organization in tracking tasks and meetings.

I continuously look for ways to improve processes by gathering feedback from team members and analyzing workflows. For instance, when I noticed our meeting preparation was taking too long, I developed templates and checklists that improved our efficiency, allowing us to focus more on strategic discussions.

I prioritize clear and concise communication by ensuring my messages are straightforward and action-oriented. I also adapt my communication style based on the recipient's preferences and always encourage feedback to foster a collaborative atmosphere.

In my last position, I collaborated with the development team to organize a fundraising event. My role involved coordinating logistics, communicating with vendors, and overseeing the event schedule. My attention to detail ensured a successful event, and my efforts helped raise significant funds for our cause.

I use a priority matrix to help assess the urgency and importance of tasks. Each morning, I outline my daily objectives, adjusting as necessary throughout the day. This structured approach allows me to remain focused and responsive to the most pressing needs while ensuring that long-term projects remain on track.

I find great satisfaction in enabling my team to succeed. As an Executive Assistant, I love the variety my role brings and the opportunity to contribute positively to the organization’s goals. Knowing that my work behind the scenes is crucial to achieving our mission is incredibly motivating.

I appreciate that Stand Together focuses on addressing root causes of social challenges through innovative solutions and community impact. The values of transformation, humility, and respect resonate with me personally, and I am excited about the prospect of being part of a team that champions these principles in its work.