Reports To: Chief Executive Officer
FLSA Status: Non-Exempt
National BrainTumor Society is the largest non-profit organization in the U.S. solely dedicated to the global brain tumor community. We are iercely committed to our mission of finding better treatments, and ultimately a cure, for brain tumors. We’ve seen unprecedented progress and momentum to find better treatments. This is an exciting and deeply satisfying time to be part of our agenda for change and a strong, caring community. For over twenty-five years, dating back to the origins of our organization, we have been a strategic funder, advocate, and catalyst for advancing research, improving public policies, and helping all those diagnosed today and anyone who is diagnosed in the future. Some of the most important discoveries in brain tumor research have been attributable at least in part to NBTS, and over the past six years NBTS has achieved a number of victories on the public-policy front that in turn improved the landscape for research to advance. Going forward, NBTS aims to achieve even greater impact toward the goal of delivering medicines to patients who deserve far greater survival and quality of life than they are currently experiencing from time of diagnosis. Organizationally, we have a highly collaborative workplace and believe that teamwork and a great culture are essential to success.
Summary: The Senior Administrative Assistant provides executive-level support to the Chief Executive Officer as well as serving as a liaison to the Board of Directors. The ideal individual will have the ability to exercise good judgment and professionalism in a variety of situations, with strong written and verbal communication, administrative, organizational and people skills, and the ability to balance multiple priorities. The individual must have the ability to work independently on projects, from conception to completion, and work under pressure to handle a wide variety of activities and confidential matters with discretion.
Supervision Exercised: No supervisory duties required.
Essential Duties and Responsibilities: (Any one position may not include all of the duties listed, nor do the listed examples include all that may be found in positions of this class.)
- Works on assignments necessitating exposure to sensitive information and contacts requiring considerable discretion, judgment, tact and diplomacy.
- On behalf of the Chief Executive Officer, arranges travel, organizes meetings, maintains, schedules, manages CEO expenses, and plans meetings.
- Plan remote and in-person meetings by compiling agendas, coordinating logistics and materials, inviting guests, and taking minutes
- Plans, coordinates and ensures the CEO’s schedule is followed and respected. Provides a “gatekeeper” and “gateway” role
- Routinely answers the telephone line and demonstrates professionalism, courtesy and customer service to those who call National Brain Tumor Society.
- Maintains accurate records, updates Salesforce records on key advisors/collaboration.
- Attends and participates in meetings to take notes and follow up as needed. Compiles meeting minutes.
- In collaboration with Programs and Development, follows up on contacts made by the CEO and supports the cultivation of ongoing relationships.
- Coordinates special projects which may include the planning and coordination of multiple presentations, disseminating information or coordinating company-wide activities.
- Works with facilities including hotels and meeting spaces to arrange meetings of various sizes.
- Work closely with the CEO to keep him informed of and prepared for upcoming commitments and responsibilities, and to ensure her appropriate follow up
- Prepare briefing materials for the CEO in preparation for meetings and travel (including assisting with the drafting presentation materials), working closely with development and program staff
- Coordinate and manage routine administrative duties for the CEO such as filing and monthly expense reimbursements
- Other duties as assigned.
Board of Directors Liaison:
- Serves as the CEO’s liaison to NBTS Board of Directors and communicates directly and on behalf of the CEO with Board members
- Engineer and execute all meetings and events, coordinating contractors and vendors as needed: Create meeting(s) timeline, prepare and distribute meeting notifications, and agenda materials, managing all correspondence around meeting execution; Attend Board and Committee meetings and record and circulate minutes
- Track and follow up on the tasks associated with helping Board Members to exercise their fiduciary duties.
- Work closely with the CEO to develop and implement processes for Board Orientation, Board Development and Board Recruitment
Education&Experience: (Any one position may not include all of the duties listed, nor do the listed examples include all that may be found in positions of this class.)
Bachelor’s degree required. Experience in health science and/or non-profits a plus.
Required Skills, Knowledge, & Abilities:
- Proven ability to work independently and manage multiple projects and activities simultaneously. Ability to maintain confidentiality of records and information, diplomacy, tact, and professionalism in actions and appearance. Strong attention to detail, with a commitment to high quality work.
- Strong experience Microsoft Office applications (Word, Excel, PowerPoint, etc.) and databases. Highly detail-oriented, ability to multi-task and manage time well. Strong customer service and interpersonal communication skills. Team player and quick learner who focuses on high productivity and results. Professional, friendly, and enthusiastic personality. Self-starter with a proactive attitude who can anticipate needs
Work Environment: (The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
- Work performed in an office environment
- Travel less than 10% of the time