Executive Assistant

Executive Assistant to the President & CEO

Administrative Team

Damien Center Values

Dignity-Collaboration-Accountability-Equity-Quality-Innovation

Founded in 1987, Damien Center is Indiana’s oldest and largest AIDS service organization (ASO) and serves more than 8000 individuals living with or at risk for HIV through a comprehensive, innovative approach to care and prevention. Our purpose is to be a trusted partner in providing services, education and advocacy for all people living with or at risk for HIV and any person seeking a safe and welcoming home for care. Our services include care coordination, clinical and pharmacy services, mental health, housing, and nutrition.

Position Summary:

The Executive Assistant provides professional administrative support to the President & CE& CEO in an organized, efficient, and professional manner. The Executive Assistant demonstrates strong leadership skills in working with management, staff, donors, and board members that supports the President and the strategic goals of the organization. Candidates should have strong attention to detail, effective writing abilities, and skills with Microsoft products.

Duties and Responsibilities:

This job description describes the general nature and level of work performed by employees assigned to this position. It should not be construed as an exhaustive list of all required duties, responsibilities, and skills.

• Provides administrative support to the President & CEO, including but not limited to calendar management, expense report completion, budget tracking, mail processing, direct report time-off requests, and travel coordination while keeping the CEO updated and informed related to appointments and meetings. Provides limited support to other C suite roles as requested.
• Communicates directly to Board members, donors, and other community leaders on behalf of the President & CEO, the Executive Team, and the full Leadership Team as needed. Coordinates donor visits and communications as needed.
• Serves as the administrative liaison to the Board of Directors and its committees and taskforces, including the meeting logistics, annual retreat planning, meeting minutes, board member data collection and management, documentation coordination, preparation, and disbursement, and acting as the lead admin for OnBoard (the Board Management Software) including set-up, training, management, and maintenance.
• Serves as the liaison for the President & CEO to direct reports, leadership staff, management, all staff, clients, recruiters, and external contacts such as donors, vendors, and companies interested in working with Damien Center.
• Coordinates meetings for the President & CEO, the Executive Team, and/or the full Leadership Team as needed, including conference room management, technical resource organization, development and maintenance, attendee reception, materials preparation, room set-up, and room management issue resolution.
• Maintains and optimizes the assigned filing systems including creating copies, proofreading documents, creating various documents as needed, saving files to the shared drive, and handling the permissions thereof, management of contracts requiring the CEO’s signature, and other administrative filing management needs as identified.
• Maintains accurate and updated knowledge about the Microsoft suite, OnBoard, and other technology and is able to troubleshoot emergent issues for meetings in coordination with the internal IT support. Has ability to create graphs, charts, and PowerPoint slide decks.
• Coordinates agenda development, completes minutes, and documents task lists and follows up on items at various internal meetings and with external stakeholders as needed.
• Manage various special projects as assigned and maintain up-to-date timelines, reports, and tasks lists
• Leads and develops aspects of the CEO’s employee enrichment and communication initiatives/programs including birthday/life event celebrations and, any additional employee enrichment and communication programs, initiatives, or events.
• Assists with grant-related materials and contracts ranging from government to vendor, coordinating aspects such as printing proposals, securing signatures, and mailing when appropriate.
• Coordinates the agency-wide training schedule and assists with Leadership’s coordination, including sign-ups, compliance, documentation, and execution of the training.
• Manage and maintain the general administrative and supplies for the President & CEO and other C level positions, ensuring adequate supplies for senior level meetings and ongoing daily needs.
• Coordinate, gather and develop materials/presentations and assist with the planning and execution of agency-wide meetings and events, including a monthly all staff meeting, monthly supervisor’s meeting, weekly leadership meetings, annual agencywide events such as an offsite all staff retreat and holiday party, and any various department/program, taskforce, and committee meetings that the CEO is involved in.
• Researches and prioritizes emergent issues that affect the organizational leadership team and assisting the CEO in determining the best course of action.
• Provides back-up administrative support to the Leadership team when needed, including filling in, developing, and coordinating duties, and executing duties on an interim basis that span multiple departments/programs or the entire organization.

Education and/or Experience

5-7 years’ experience as an executive assistant to the president/CEO or to another C suite level position required. Experience in nonprofit and/or medical setting preferred. Experience working with a Board of Directors is also required. The minimum of a high school diploma or GED is required with a bachelor’s degree or equivalent preferred. 2-3 years prior supervisory experience preferred as this position will have direct reports within the next year.

*Work or lived experience may substitute for education requirements on a case-by-case basis.

Knowledge, Skills, and Abilities:

Possess superior organizational and administrative skills. Excellent interpersonal and communication abilities. Excellent computer skills in a Microsoft Windows environment. Ability to work independently and achieve high standards of productivity, achieving deadlines and with superior product results. Strong calendaring, organizational, and document management skills required. Proactive approach to solving problems and communicating to leadership. Knowledge of office management systems, procedures, and office equipment required. Excellent time management skills and ability to prioritize work.

Qualifications

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. The requirements listed are representative of the basic knowledge, skills, and/or abilities required. Reasonable accommodation may be made for individuals with disabilities to perform the essential functions. The individual in this role must display the highest level of integrity and confidentiality. The individual should have effective communication skills, attention to detail and organization, and flexibility and adaptability. The individual will also maintain knowledge of trends in their area of responsibility.

Physical Demands:

The physical demands described here are general representations of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made for individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to sit, reach with hands and arms, talk, and hear. The employee frequently is required to use hands to touch and handle objects. The employee frequently stands or walks.
• The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made for individuals with disabilities to perform the essential functions. Remote work is on a case-by-case basis and must be approved by the supervisor.

• Office setting, with sustained use of a computer.
• The noise level in the work environment is minimal to moderate.
• Individuals should maintain personal and professional competency and work to create an environment of courtesy, respect, inclusion, and positivity in all interactions both internal and external to the organization.

• FLSA Status: Salaried, Full-time, Exempt
• Leader: President & CEO
• Salary: $62,000-$65,000

• Benefits:
• 150 hours of PTO in the first year followed by 195 hours per year moving forward.

• 12 paid holidays
• Medical coverage options include a PPO plan or a HDHP.
• Dental & Vision plans
• Health Saving Account or Flexible Spending Account
• Dependent Care Flexible Spending Account
• Employee Assistance Program
• 403b Retirement Account with 5% matching and 100% vesting after 90 days
• Life Insurance @ 2 times the annual salary
• Voluntary Life Insurance Plan including spouse and child coverage options
• Short- & Long-Term Disability Plans
• Premium Subscription to the CALM APP which assists with anxiety, stress & other mental health challenges
• Professional Development Opportunities
• Tuition Assistance
• Annual performance review that includes an annual performance-based salary increase

Protecting our team members, clients, volunteers, and community partners is an integral part of how we ensure our continued work with the clients we serve. As a condition of employment, Damien Center requires team members to be vaccinated against influenza and receive a tuberculosis skin test (or chest x-ray) annually, and to be vaccinated against COVID-19 (including all boosters), barring an approved religious or medical exemption.

Damien Center is an Equal Opportunity Employer

Damien Center provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, family status, ethnicity, national origin, age, disability, marital status, amnesty, status as a covered veteran, other legally protected status, or genetic (including family medical history) information.

Damien Center complies with applicable federal laws and with all state and local laws governing non-discrimination in employment in every location in which Damien Center has facilities. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

Please apply at www.damien.org/job-opportunities

This position description does not constitute a contract of employment or guarantee of any terms or conditions of employment. Damien Center employees are employed on an at-will basis. Nothing in this position description restricts Damien Center’s right to assign or reassign duties and responsibilities to this position at any time.