Executive Assistant at ICAN in Chandler, AZ

Description

An award-winning, nationally recognized youth development program

Who We Are

ICAN is a non-profit organization that provides free, out-of-school time programs serving East Valley youth. Since its founding in 1991, ICAN has remained dedicated to its mission to provide access to out-of-school time opportunities that empower all youth and their families to pursue what is most meaningful to them. ICAN’s holistic out-of-school time program model ensures that youth thrive academically, socially, and creatively through four key interconnected pillars: Academic Support, Positive Youth Development, Enrichment and Future Exploration & Community and Family Support. We provide these programs free of charge in order for parents and caregivers to maintain employment and advance their Economic Opportunities.

Our Culture

At ICAN, we believe every child and every family deserves access to quality childcare, keeping parents working and kids safe, and each of our team members is passionate about spreading this purpose.

You are most likely to find success at ICAN if you are:

• Eager to BLAZE TRAILS, innovate, and create impact
• Growth-minded and optimistic; can BOUNCE BACK by seeing mistakes and challenges as opportunities to learn
• People-oriented, making investments every day to CULTIVATE SELF & OTHERS
• Prepared to SHOW UP & SPEAK UP by being authentic and engaged, aware of how your actions and contributions impact others

The Role

As Executive Assistant, you will provide executive level administrative support to the CEO and Board of Directors to ensure a high level of operational excellence. You will also provide consistent and dedicated support to the Advancement Team, while offering project-specific and seasonal support to the broader Leadership Team at ICAN when needed. Reporting to the CEO, you will do this by providing:

• Administration for the CEO & Board of Directors (50%). Administrative and clerical support for the CEO and Board of Directors, including but not limited to preparing, coordinating and/or scheduling: calendars, travel, meeting materials and preparation (location, logistics, etc.), presentations, recording meeting minutes, keeping attendance records, etc. Coordinates all details for staff and board planning retreats, celebrations and social events. Coordinates board member onboarding, offboarding and alumni engagement activities. Plan for, distribute, and analyze the Board of Directors Self-Assessment each year with the CEO. Facilitate board leadership annual election process. Manages CEO documentation, purchase requisitions, vendor/contractor invoicing, reimbursements and credit card purchase requests. Prepares and maintains Board of Directors files and record keeping, including bylaws, board policies and articles of incorporation. Preparing executive, board and administrative budgets annually in partnership with the CEO. Conducts donor acknowledgement and stewardship activities on behalf of the CEO. Makes donor touchpoint updates in the donor database on behalf of the CEO.
• Administrative Support for the Advancement Team (45%) Facilitates maintenance of the donor CRM (Salesforce), including: routine updates/entries, reporting, dashboard maintenance and general maintenance of the database. Processes gift acknowledgements and donor thank you activities in accordance with the Advancement Team’s policies and procedures, and as needed by leadership. Supports administrative event and campaign functions as delegated in Advancement Team work plans. Supports scheduling needs for the Advancement Team as needed. Supports other administrative projects or research as delegated by leadership. Participates in Advancement Team meetings and other department activities; serves as an administrative extension of the Advancement Team.
• Other Leadership Team Support (5%) Provides additional administrative support and scheduling to members of the Leadership Team, as needed and as delegated by the CEO, including seasonal administrative support, leadership-level documentation, planning or meeting needs, special project needs, team culture activities, etc.
• Confidentiality You agree not to disclose any confidential information purposefully or inadvertently, to any unauthorized person inside or outside of the organization, unless required to do so by law. Maintains discretion and confidentiality in relationships with all board members, staff, and volunteers.

Requirements

• Minimum of 2 years executive administrative support experience
• Project management experience preferred
• Excellent verbal and written communication skills
• Excellent tech-forward organizational skills and attention to detail
• Excellent customer service skills and ability to professionally represent the organization within various stakeholder settings
• Excellent time management skills with a proven ability to meet deadlines and juggle multiple priorities at once
• Strong desire to learn and grow
• Demonstrates humility, respect and positivity
• Ability to act with integrity, professionalism, and confidentiality
• Ability to work collaboratively with other department executives
• Ability to seamlessly prioritize work from multiple functional units successfully
• Ability to work creatively and analytically in a problem-solving environment
• Minimum of 21 years old and valid AZ driver’s license
• Dependable vehicle with proof of current AZ registration and valid insurance