Job Location

Executive

Job Summary:

The Executive Assistant supports the coordination of the Executive Officers' responsibilities to Goodwill’s employees and the general public. This role will manage a complex and confidential workload, including correspondence, information, phone calls, and mail, with professionalism, discretion, and trustworthiness.

This role also supports the Board of Directors by coordinating meetings, preparing agendas, managing communication, and ensuring timely distribution of materials, enabling effective governance and decision-making. Acts as a liaison between executives and board members, maintaining organization and confidentiality.

The Executive Assistant will promote a positive work environment that celebrates our vision, mission and core values of Teamwork, Respect, Uprightness and Empowerment in every action and interaction with team members, donors, customers, management and persons served.

This position is based at Goodwill Industries of Middle TN’s Supporting Services office, with daily on-site attendance required

Job Description

Essential Functions

Executive Officer Support (CEO, CFO, CMO)

Coordinates and maintains the daily appointment calendar for the Executive Team, keeping them informed of scheduled meetings and promptly resolving schedule conflicts. Screen calls and emails as requested while maintaining strict confidentiality and discretion; composes and prepares confidential correspondence, reports and other complex documents.Prepares materials, including presentations, for internal and external meetings, and provides information for professional follow-up.Creates and modifies documents such as reports, memos, letters and spreadsheets using Microsoft Office tools.Provides support using PowerPoint and Excel to create dashboards, charts, spreadsheets, statistical tables, databases and ad hoc reports, etc.Coordinates communication and internal and external meetings with Goodwill’s Leadership team, employees and external stakeholders, including quarterly strategy meetings, annual offsite strategy meeting, quarterly Town Hall and other meetings.Prepares and submits applicable Purchase Orders, prepare expense reports including credit card receipts and mileage reimbursement.Supports special events by organizing programs, events, meetings, or conferences to include arranging facilities and caterers, issuing information or invitations, coordinating presenters and controlling event budget.Works on special projects for the Executive Team as assigned.Receives and assists guests as they visit the office.Makes travel arrangements as directed.Other duties as assigned.

Board Support

Interacts with the organization’s Board of Directors and Foundation Trustees as directed by the President & CEO, prepare agendas and schedule Board and Committee meetings.Accumulates data for monthly board reporting and for Board, Foundation and Committee meetings.  Prepares materials for distribution.Assembles and updates materials for new board member orientation.Maintains board directory and committee assignment lists.Electronically distribute meeting notifications, agenda and meeting materialsAttends Board, Foundation and committee meetings or other meetings as requested in order to record minutes and then compile, transcribe and distribute minutes of meetings.Updates and maintain the Board’s digital information resource, including ensuring finalization of documents and capture in the database.Provide audit support as required by assembling applicable board materials

Minimum Qualifications

Required Skills

Education

Associate's Degree or Bachelor's Degree in business or equivalent preferred.

Experience

Minimum 3-5 years’ current experience as an Executive Assistant to the President/CEO or to the Executive Vice President’s level.

Knowledge and Skills

Valid driver's license required.Skilled in the creation and editing of documents using Microsoft Office products.Knowledge of principles and practices of basic office management and organization.Ability to work well either alone or as part of a team.Ability to maintain confidentiality in all aspects of donor, client, staff and organization information.Ability to demonstrate behavior consistent with Goodwill Industries of Middle Tennessee’s Core values.Computer literacy and skill in research and resource identification, ability to operate standard office equipment, including, but not limited to, computers, telephone systems, scanners and copiers.Ability to communicate effectively with strong verbal, writing, analytical and problem‐solving skills.Knowledge of principles and practices of organization, planning, records management and general administration.Ability to follow oral and written instructions.Excellent organizational and multi-tasking skills.Ability to work efficiently, thoroughly, independently, and timely.