Background and Purpose
The Wean Foundation is a private foundation that leverages a powerful combination of grantmaking, capacity building and convening and partnerships to advance community building in the underresourced communities of Warren and Youngstown, Ohio.
Driven by our values, we partner with residents, organizations and civic leaders to focus on viable solutions that move us towards our vision of empowered residents creating an equitable Mahoning Valley. Since our founding in 1949, we have refined our strategies and dedication to creating a future where race has no influence on how a person fares in society.
The Executive Assistant (EA) will have a deep proficiency in a broad range of administrative skills, performing work well beyond the scope of entry-level assistants. The individual chosen will take on administrative and project-related tasks to allow the president to focus on Foundation priorities. Responsible for a wide variety of complex duties, the EA will be an integral team member, serving as the key representative of the president’s office.
The EA will be responsible to drive the following:
- Prioritize tasks and projects daily, monitor emails, documents or material requiring input and/or approval.
- Draft written correspondence including organizational-wide and daily correspondence with a variety of internal and external stakeholders.
- Create a wide range of materials, including PowerPoint presentations, briefings and support with editing collateral items produced by various departments.
- Plan and execute a variety of special projects including site visits, PR/ Media branding opportunities, and org-wide gatherings and activities, in collaboration with appropriate staff.
- Process monthly credit card expenses.
- Manage President’s calendar and coordinate high-level meetings with internal and external stakeholders, proactively communicating needed changes, responding to conflicts and anticipating and coordinating related arrangements.
- Manage successful and efficient meetings including coordination of venues,
- materials and documentation, including agenda planning, notetaking, synthesizing outcomes and distribution of advance materials as well as follow-on action items with task owners to ensure completion.
- Manage logistics for travel, making reservations and coordinating related needs; responsible for reviewing and preparing monthly expense reports.
- Manage board activities (meetings, new member orientation, etc.), utilizing online board management platform.
- Oversee Board Discretionary Fund.
- Record notes or minutes for a range of meetings.
Education and Experience:
- Associates or BA degree in business management or a business-related field.
- A minimum of five years of professional work in executive administrative support is ideal.
- Demonstrate a current understanding of the Mahoning Valley’s political and cultural contexts, issues and challenges.
- Possess a track record of designing and implementing efficient and accurate processes to manage executive administrative work.
- High level of discretion, critical thinking and judgement in handling sensitive and confidential information.
- Clear, effective communication skills, verbal and written.
- Proficiency in Microsoft Office 365 Suite; expertise in Outlook, Word and PowerPoint.
- Proven project management skills for multiple, simultaneous tasks, projects and priorities.
You Are a Candidate If:
- You are a confident professional and desire to use your organizational and prioritization skills to manage workflow and keep leadership on task, on time and informed.
- You possess superb interpersonal skills with the ability to interact with diverse populations. You demonstrate a keen sense of discretion and maintain confidentiality when handling sensitive materials and issues.
- You can anticipate the executive’s needs and make independent decisions when necessary. You adapt, stay focused and remain nimble in the face of rapid change, responding thoughtfully to emerging issues quickly and with efficiency. You plan ahead, work within deadlines and have a high attention to detail and accuracy.
- You are flexible, self-directed, and possess good judgment in balancing independent work with the need to seek guidance and ensure alignment with top priorities. You are at home in a lean environment, play well with others, pitch in whenever needed and can work autonomously and as a team player.
- You are a proactive problem solver and strategic thinker taking advantage of available resources to address challenges and opportunities. You enjoy implementing effective solutions when a clear lack of process or standard is absent.
- You are energized by setting goals and objectives, translate ambition into tangible activities and results, and analyze performance using data and insights.
- You have a high degree of self-awareness relative to your strengths and weaknesses. You have a willingness to pursue training and development opportunities to continuously build knowledge and skills and share expertise with others.
- You thrive in a work culture that values diversity, racial equity and belonging. You possess a genuine interest in amplifying the voices of the people least heard in society.
- Full time (40 hours per week)
- Compensation: Ranges from $45,500 to $55,500 - commensurate with experience.
- Competitive benefits package (health, dental, and retirement)
Reports To: President
With a commitment to racial equity, the Foundation strongly encourages diverse candidates to apply.