Executive Assistant

Executive Assistant

Organizational Overview

Southface Institute, a nonprofit 501(c)(3) organization, is leading the way toward a sustainable, equitable and healthy built environment for all. Since 1978, our programs have closed the gap between environmental awareness and action by promoting scalable resource efficiency and clean energy solutions for homes, workplaces and communities. Our practice of regenerative placemaking amplifies real-world strategies to create a built environment where the synergy between ecological and human needs supports health and well-being while creating resilient, equitable and thriving communities, striving to achieve a low-carbon future.

Position Overview

This position requires a high level of discretion and confidentiality.  Specific responsibilities include, but are not limited to:

• Calendar/productivity management- Coordination of travel, meetings and conferences; Using excellent independent judgment, act as gate keeper for the President ensuring time is directed to highest and best use
• Records management- Ensure contact records are updated; Upload contact reports and enter new Executive contacts into Salesforce; Enter relationship management data, funding proposals, gift tracking data as needed to support the Development team
• Information collation and distribution- Assist with project management, including setting deadlines and process flows for presentation preparation, board meeting packets, meeting minutes, and other documents as needed for Southface Board of Directors, Senior Leadership Team and All-Hands meetings
• Logistics coordination- Manage logistics for meetings and retreats for Southface Board of Directors, Southface Advisory Council (Atlanta), in-house staff events and facility rentals, including catering, set up, recruiting staff volunteers as needed, and ensuring timely delivery of agendas and materials
• Facility rentals in coordination with the Development office, manage booking and staffing of facility to outside groups, including supporting logistics, catering needs, and event support as required
• Project management for organization-wide efforts including coordination of the organizational pool cars, ensuring adequate stocks of office supplies and other purchasing requirements as needed
• Other duties and projects as assigned

Qualifications

The successful applicant for the position will meet the following requirements:

• Minimum of Bachelor's degree
• In lieu of a Bachelor's degree, a minimum of 5-7 years of experience as an executive level assist in a relevant field may be acceptable
• Skillful execution of administrative duties with a high attention to detail, organization and process
• Excellent interpersonal skills with a high degree of emotional intelligence
• Exceptional written and verbal communication skills, in-person and over the phone
• Works with a sense of urgency; prioritizes and plans work activities; adapts for changing conditions
• Excellent knowledge of MS Office and online databases; Salesforce experience is preferred
• Displays original thinking and creativity
• Collaborative and positive team-building demeanor
• Ability to maintain high levels of confidentiality
• Team player who is motivated by the mission of Southface, and has the character, integrity and service orientation to represent the organization

Physical Requirements

Ability to carry up to 35 pounds, which may involve carrying signage and marketing materials including program signs, presentation materials and equipment, such as a projector.

Benefits

Southface offers competitive health insurance and benefits:

• Salary commensurate with experience
• 17 days of Paid Time Off annually (prorated in your first year)
• 13 paid holidays annually (Office is closed between Dec. 24 and Jan. 1)
• Excellent medical insurance benefits
• 403(b) retirement plan with company match
• Continuing education and professional development
• Flexible work schedule
• Organizational culture that highly values the contributions and character of its employees

Hours of Work

Monday through Friday between 8:30 a.m. to 5:30 p.m. with flexible options. Occasional weekend or evening hours.

Salary and Application Process

Submit your resume and cover letter via our online application portal. Please, no telephone inquiries.

Pre-employment background checks are conducted on final candidates.

Southface is an Equal Opportunity Employer.

Current Openings for Executive Assistant Jobs at Southface