OVERVIEW:

The work of the Executive Assistant provides direct support and assistance to the Executive Director to ensure optimal productivity, efficiency, and information flow. This person is responsible for carrying out the policies, procedures and practices established for the Community Council while setting the tone for professionalism in the workplace and superior interaction with stakeholders. This position represents the Executive Director and reflects on his/her leadership reputation. The ideal candidate is confident, professional, proactive, organized, trustworthy, high energy and positive.

POSITION RESPONSIBILITIES:

• Proactively anticipates and addresses the needs of the Executive Director in performing her duties
• Ensures Executive Director is informed appropriately on issues

• Prepares documents requested by Executive Director, occasionally of confidential nature
• Frequently composes and sends correspondence of moderate complexity without review, such as instruction on policies and procedures, and responses regarding receipt of information
• Plans and implements All-Ranch three-entity meetings/trainings/professional development gatherings
• Handles communication responses when appropriate for Executive Director’s signature
• Maintains working knowledge of and manages Executive Director’s calendar to include events they must attend; sends thank you notes or other follow-up 
• Manages Executive Director’s, Boards of Director’s and Committee schedules and communications
• Keeps Executive Director’s office running smoothly and efficiently, including organizing documents,  handling administrative tasks, coordinating and planning for meetings, and ensuring a productive work environment
• Coordinates staff and other meetings, annual retreat, and meetings with residents and other stakeholders for Executive Director to include scheduling of facility, agenda and handouts, catering, audio visual and other needs
• Researches, writes and maintains policies, procedures, and other documents related to governance and administration, including creating and maintaining the board and staff policy manuals
• Coordinates travel and/or meeting arrangements for Executive Director as needed; processes Executive Director’s mileage and purchasing reports
• Maintains and submits receipts for Executive Director credit card expenditures
• Maintains and updates Executive Director’s files, staff and board rosters, manuals etc.
• Coordinates special projects and conducts research; keeps projects on track and delivers high results
• Provides additional administrative support as directed by the Executive Director

Board of Directors Support

• Acts as a liaison between the executive team and the Boards of Directors, facilitating effective communication and coordination
• Ensures that the Boards receive timely and accurate information, supporting their decision making process and enhancing corporate governance
• Serves as the primary administrative support for all activities related to the Community Council, Ranch Association and, on a more limited role, Covenant Commission Boards of Directors
• Sets and maintains Board of Directors meeting schedules; coordinates and distributes meeting materials in advance of meetings, including taking the lead on compiling the board packets, posting of agendas; coordinates compilation of board reports and facilitates updates to the board presentations
• Works with Communications staff to ensure that Board meeting information is posted on website
• Coordinates all details of Board of Directors meetings, including meeting space, room set-up, food and beverage, audio/visual components, and copies of support documents
• Supports coordination of committee meetings
• Scribes meeting minutes and upon approval distributes to necessary recipients and posts to website

KNOWLEDGE & ABILITIES NEEDED:

• Incredibly organized and experience working in a fast-paced agile environment
• Experienced supporting Executive functions
• Strong and genuine people skills
• Creative, self-managed, self-motivated, energetic, thoughtful, and proactive
• Committed to exceptional attention to detail, exceptional communications skills, and delivery
• Professional in appearance and attitude
• Maintain confidentiality of sensitive information
• High degree of detail, accuracy, and thoroughness in all work elements
• Exercise sound judgment, refrain from “office politics,” consistently make smart decisions
• Understand company policies and organizational structure
• Excellent verbal and written communication skills; ability to interact effectively with a variety of stakeholders and all levels of management, etc.

• Can manage multiple priorities and meet deadlines
• Seeks help when necessary
• Handles conflict with grace and diplomacy
• While most work is during regular business hours, occasional attendance at after-hours meetings and/or events is required
• Committed to learning, personal growth and continual process improvement
• Embodies the DC Ranch Community Council vision, values, and goals

POSITION REQUIREMENTS:

• 5+ years of Executive Assistant experience
• Elevated level of proficiency in Microsoft Office Suite to include producing Excel spreadsheets, Outlook calendar coordination, designing PowerPoint presentations and use of Word
• Proofreading skills for own work and that of others for content, formatting, punctuation
• High school diploma, college degree or commensurate experience preferred

CONTACT US TO APPLY:

If you would like to apply for this role, please contact our HR Administrator, Melissa Fuentes at Melissa.Fuentes@dcranchinc.com. Attach your cover letter, resume, and tell us why you would be a great fit for this position. Email subject line to read:  Executive Assistant