Executive Assistant, Exempt, Full Time, Annual Salary $55,00.00

Description

Executive Assistant
Girl Scouts of Central Indiana

• Reports to CEO 
• Exempt
• Full Time
• Pay Grade 8
• Annual salary $55,000
• Located: Founders Lodge & Conference Center

Who We Are

Girl Scouts of Central Indiana embrace an inclusive culture. We value diversity, equity, and inclusion across all identities. We are committed to continual learning and to a culture of safety and wellbeing in which individuality is celebrated and everyone is valued and respected. Everyone is welcome to bring their authentic selves into our space.

Girl Scouts of Central Indiana serves 45 Indiana counties, nearly more than 13,000 Girl Scouts and 10,000 adult volunteers. We are the proud facilitators of Girl Scout camp at five Indiana locations, conveners of thousands of Girl Scout programs with nearly 600 community partners and serve thousands more community members each year at our STEM Center of Excellence and Founders Lodge Event and Conference Center. 

What You Will Do

The Executive Assistant to the CEO will provide comprehensive support to the CEO and board of directors, as well as other senior team members. The ideal candidate will be an excellent problem solver who excels at communication, organization and planning. The executive assistant plays a key role in meeting organizational goals and upholding organizational values.  

How You Will Lead

CEO Support Functions:

• Manage CEO calendar; including scheduling appointments, confirming appointments and ensuring all necessary documents are available for meetings.
• Manage request for speaking engagements and ensure talking points / speeches and supporting presentations and / or documents are prepared in advance.
• Document in fund development database all stewardship activity engaged in by CEO, including proactively providing drafts for upcoming stewardship communications.
• Ensure timely and appropriate responses to staff and community requests on behalf of the CEO.
• Make business travel arrangements and necessary accommodations for CEO as requested.
• Schedule all CEO led internal meetings, as well as collect and prepare slide deck, and technology set up in any meeting where the CEO is presenting.
• Oversee special projects, anticipate next steps, and take initiative, exercising discretion and sound judgment and being sensitive to deadlines.
• Present contracts for signature by CEO, including gathering any documentation to support signing, disseminating signed contracts to applicable parties, and managing electronic storage of council contracts. 
• Complete monthly expense report for CEO and submit for reimbursement as requested.
• Manage the CEO budget and supporting documentation.

Senior Leadership Team Support Functions:

• Assist in managing board committees, including creating agenda, gathering, and disseminating meeting materials, creating presentations for meetings, maintaining meeting minutes and any other correspondence necessary to fulfill committee objectives.
• Coordinate partner and volunteer stewardship, including thank you, congratulatory, and sympathy communications, using standardized messaging and an organized intake/notification process.
• Assist with GSUSA reporting.
• Provide cross-functional administrative support such as travel arrangements, meeting preparation, and documentation management to ensure smooth organizational operations.
• Support event operations by maintaining permitting processes, coordinating timelines, and pairing compliance tasks with post-event stewardship activities.
• Manage the process to update bank account signatures when there is transition in board chair positions and assist CFO in obtaining signatures at other times, as needed.

Board of Directors Support Functions:

• Plan and execute all board and committee meetings and events, including preparing notices, agendas, presentations, and required materials; lead day of logistics and complete post meeting minutes and action item follow up.
• Ensure board and committee members receive regular communications about GSCI events and activities so that they maximize their involvement in the organization.
• Manage all board and committee communications, ensuring timely distribution of materials, updates, and follow-ups.
• Produce and maintain training and orientation materials for the board of directors.
• Lead planning and execution of major governance events including the GSCI Annual Meeting and leading the delegation attending GSUSA’s National Council Session (every three years).
• Maintain and manage Council Bylaws and governance processes, consulting with the CEO and Board Chair on updates as needed.
• Oversee the board budget, including planning, tracking, and reporting.
• Track board and committee member terms and support the Board Development Committee Chair with candidate pipeline management and updates to the board roster.

All employees of the Girl Scouts of Central Indiana are responsible not only for the position but also for the duties and responsibilities that all employees share.

How You Will Succeed:

• It is critical that the executive assistant be able to interact with all levels of the organization while maintaining a high level of professionalism and confidentiality. Strong decision-making ability and attention to detail are equally important.
• Develops an annual goal that supports the membership growth priority.
• Implements an action plan that supports the membership growth priority.
• Develops an annual goal that supports the cultivation of new donors.
• Implements an action plan that supports the cultivation of new donors.

Core Competencies:

• Oral and Written Communication abilities (i.e. In-person, verbal, written, and/or phone)- Expresses ideas and facts in a clear and understandable manner appropriate for the individual or group; listens to and comprehends what others are saying; prepares organized and structured presentations; has demonstrated ability to work with a wide range of sensitive and confidential issues and communicate effectively with a diverse group of girls, volunteers, and staff.
• Project Management – Demonstrated ability to coordinate multiple projects while managing conflicting priorities and deadlines and formulate short- and long-term project goals, objectives, schedules, and priorities in line with council goals; anticipates issues, obstacles, or opportunities that may impact plans or actions; can coordinate multiple projects while managing conflicting priorities and deadlines; establishes courses of action for accomplishing goals while attending to and incorporating information obtained during day-to-day administrative tasks.
• Information Management- Accesses, organizes and manages information effectively; maintains basic computer literacy with relevant software (i.e., databases, word processors and web management); keeps accurate and effectively organized records (i.e., spreadsheets or databases of donors, benefits, budget information, filing systems); seeks out and applies new technology in own program area to improve work processes.
• Judgment and Decision-Making - Recognizes when immediate action is required; recognizes when sufficient information has been obtained to make a decision; makes decisions where appropriate or refers decisions to the appropriate organizational level; makes decisions without undue delay.
•  Self-Management - Assesses own skills and abilities and identifies areas for improvement; willingly accepts constructive feedback; seeks developmental opportunities; sets and achieves goals; works independently. 
• Time Management - Manages time effectively; completes assignments in a timely manner; sets and balances priorities; simultaneously manages multiple tasks/projects.
• Adaptability - Adjusts, modifies own behavior, and remains flexible in response to changing situations and environments, new or rapidly changing information, unexpected obstacles, or people expressing varying perspectives, needs, and demands; maintains high performance, emotional composure, objectivity, and balanced perspective under pressure, shifting priorities, opposition, or situational ambiguity. 
• Networking - Maintains and fosters contacts inside and/or outside the council and GSUSA to gather information, receive support, and solve problems; actively maintains a presence in Girl Scout activities, professional and community organizations, and in the workplace; builds new relationships and collaborations with the Board, Committees, and/or community members (for example, vendors and business partners) to help address Girl Scouting goals, promote visibility, and cultivate funding sources.
• Interpersonal Relations - Establishes rapport with others at all organizational levels; respects others; considers and responds to the needs, feelings, and capabilities of others; establishes and maintains an open dialogue with others; establishes a climate in which all people are comfortable discussing various issues and concerns that may impact on council work.

Requirements

What We Are Looking For:

• Bachelor’s degree or equivalent experience.
• 5+ years’ experience as an Executive Assistant, Administrative Assistant or related position supporting the CEO.
• Understanding of not-for-profit business structure and basic accounting concepts.
• Desire and aptitude for learning new concepts quickly.
• Proven experience with maintaining confidentiality and exercising judgment and initiative.
• Ability to work well under pressure of deadlines and multiple priorities.
• Ability to disseminate information clearly and concisely.
• Must hold membership in the Girl Scout organization and subscribe to the tenets of the Girl Scout Promise and Law.
• Must have reliable transportation.
• Candidate must be able to work predominately unsupervised, be able to set priorities and juggle workload to meet schedules and deadlines.
• Maintains a safe work area and complies with safety procedures and exercise confidentiality in all business matters.
• Performs other related duties as assigned.
• Must complete and pass a criminal background check.

Physical Demands & Work Environment

• Ability to sit at a workstation for up to 2 hours at a time.
• Ability to sit and view a computer screen for up to 2 hours at a time.
• Must be able to work nights and/or weekends in support of council and Board functions.