Executive Assistant

About Communities in Schools: At Communities In Schools, we are "all-in" for kids. It is our passion-- it is our mission. As the State Office for North Carolina, we deliver CIS programs across the state and collaborate with local affiliate organizations to provide resources and create communities of caring adults who work hand-in-hand with educators to ensure young people have the tools they need to stay in school and achieve in life. Communities In Schools is the nation's largest dropout prevention organization, serving 1.5 million students in 2,400 sites across the country.

Position Overview: They will manage events and tasks for all teams of the state office, order and maintain office supplies in accordance with budget, be liaison with all vendors, and provide support to senior team members as needed. This position provides a wide variety of administrative duties in support of executive and operational functions. This position serves as the office manager for CISNC staff and provides advanced Executive Assistant support. This position requires a high-level professional who can manage complex administrative tasks, oversee state office business operations, and act as a primary liaison for the Board of Directors and external stakeholders. They must exercise independent judgment, maintain strict confidentiality, and possess strong business acumen.

Essential Functions:

• Provide executive level correspondence support via phone, email, fax, mail, calendar management of executives, prioritising, scheduling, and coordinating meetings and travel arrangements.
• Schedule and manage office meetings (including catering, scheduling of conference rooms/zoom, etc.).
• Manage all administrative duties associated with CISNC Staff and Board Meetings as well as logistics and organisation of these meetings.
• Host, present, and monitor zoom meetings as requested, manage and facilitate breakout rooms.
• Prepare materials, communications, emails, calendar invites and take detailed minutes with accuracy and using professional grammar for Board meetings.
• Coordinate, attend and support events sponsored by CISNC as needed.
• Assist the team with communication both internal and external (email, phone, written).
• Manage third party vendors: cell and office phones, printer/office equipment, CISNC's office space, Zoom, and others as needed.
• Maintain other documentation/related admin systems as requested by the Executive Leadership Team.
• Order office supplies for state office staff.
• Maintain organisational documentation updates (contact information of board, email distribution lists, and equipment inventory lists, etc.).
• Assist Human Resources/Finance with onboarding and offboarding of staff.
• Open and distribute mail including logging all checks on cash control document (daily).
• Collect/manage and code invoices in a timely manner, working with finance team to ensure timely payment and ensure that duplicate payments are not requested or made.
• Responsible for coding, reconciliation and submission of bills, expense reports, credit card statements etc.
• Assist with travel and accommodations, logistics, appointments, receipt collection and reporting.
• Prepare PowerPoint presentations, Word documents, Excel files and other duties as requested.
• Maintain confidential and sensitive information, exercising discretion and appropriately following policies and procedures.
• Maintain, retrieve and analyse information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed.
• Use and update documents on SharePoint.
• Maintain the CIS SharePoint landing page and provide support with organisational calendar updates.
• Maintain postage machines and prepare shipments via UPS/USPS.
• Keep the office space in a neat, clean and orderly manner, including ordering condiment supplies.
• Answer phones at the main incoming line.
• Other administrative or project duties as assigned.

Core Competencies: Student-Centered, Integrity & Accountability, Collaboration, Impact-Driven Excellence, Respect.

Job Specific Competencies: Adaptability & Flexibility, Decision Making & Judgement, Initiative, Interpersonal Skills, Self-awareness, Professional Communications, Customer Service, Maintain Confidentiality with sensitive information.

Necessary Skills: Exceptional verbal and written communication, proofreading, interpersonal and customer service skills; Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook, SharePoint); Advanced proficiency in Google Suite, Zoom and/or other virtual meeting platforms; Excellent organisational skills and attention to detail; Able to work independently and within a team framework; Has a strong business sense and can decipher priorities and make sound judgement calls when needed; Graphics design software experience preferred (Adobe, Canva, InDesign, etc.), web software.

Required Education/Experience: Associates degree and 5 plus years of advanced administrative support experience or a bachelor's degree and 1-2 years of related experience; Executive Support experience; Must be detail-oriented, multi-task capable, well organised and able to work independently and in teams.