Executive Administrator

Birmingham Promise is seeking an experienced, thoughtful Executive Administrator to support the Executive Director. The ideal candidate for this position is someone who thrives on organizing people and processes to ensure that things flow efficiently. This person:

- Is seeking a role where they can “make sure the trains run on time.” Is excited about keeping a busy executive on track.

- Is passionate about organizational development and wants to help the executive director set up structures for easier collaboration, internal planning, and communication.

- Has no problem being in a number two role and is most comfortable managing things behind the scenes

- Is an excellent communicator with exceptional, experience-driven judgment. Knows when to make the call and when to ask for input. When in doubt, gathers information and present the ask to the Executive Director.

- Is viewed as a friendly and engaged teammate who puts people at ease when engaging with the Executive Director and her team. Upholds and embody a culture of caring and furthers the executive’s vision of creating an organization driven by trust, empathy, assumption of goodwill, and hard work.

- Views our core values (see below) as deeply aligned with their own personal or professional values. You understand how important it is to live into these values no matter one’s role on the team.

Birmingham Promise’s Core Values

● Student and Community-Centered

● Honesty and Integrity

● Results Driven

● Respect

● Teamwork

Responsibilities

The Executive Administrator is the right-hand of the Executive Director and an essential member of the senior management team. The Executive Administrator will help the Executive Director prioritize their time and ensure that they (and others) are fully prepared for meetings and engagements that move the work of Birmingham Promise forward.

50% Administrative

● Manage the ED’s scheduling where needed, with both internal and external stakeholders. Model the ED’s commitment to courtesy and professionalism in all correspondence on their behalf and on behalf of Promise.

● Ensure the ED’s calendar enables them to achieve their priorities for team leadership and external stakeholder engagement.

● Send emails or other communications to external stakeholders on behalf of the executive director to move projects or priorities forward.

● Support the ED with travel and trip logistics where needed, including expense processing.

● Assist the ED with courtesy follow up from meetings or engagements, such as sending thank you notes, Promise-branded gifts, etc.

50% Priority Management

● Help the ED develop meeting agendas, decks, pre-work packets, and follow up memos for internal and external meetings (including board meetings). Plan to attend alongside the ED or to debrief the ED’s meetings afterward (dependent on the type of meeting)

● Provide stellar event support as the point-person for any events or meetings led by the Executive Director (such as board meetings, staff retreats, senior leadership team retreats). Be relentless and proactive about crossing every “T” and dotting every “I” for the event to run seamlessly without the ED needing to ask.

● Help share information gleaned from meetings or emails with relevant staff members and ensure timely follow up.

● And any other related duties assigned, designated or required.

Required Skills/Abilities

● Excellent written communication skills and the ability to communicate effectively with a diverse range of people via email and high-quality presentations and materials.

● Superb organizational skills and ability to prioritize.

● A track record of reaching goals and pushing through challenges to meet a deadline.

● Deep listening skills and the ability to understand and relate the ED’s vision and priorities. Also skilled at hearing from staff and other stakeholders to gauge opportunities for cooperation and deeper understanding.

● Maturity and curiosity when working with diverse people and during times of intensity. Can ask clarifying questions with good intention and help move conversations and relationships to a productive place.

● Strong project management skills.

● Proactive and resourceful at anticipating the ED’s needs as related to achieving her and the organization’s priorities.

● Proficient in Google suite and online video conferencing platforms.

Education and Experience

● High school diploma required; bachelor’s degree preferred.

● Experience with nonprofit board management preferred but not required.

● Four years of work experience required; at least two years of executive support (assistant, chief of staff, advisor) preferred.

Physical Requirements

● Prolonged periods sitting at a desk and working on a computer.

● Must be able to lift up to 15 pounds at times.

Pay Range: $65,000-$70,000

This position is Monday-Friday 8am-5pm

This position is required to be in the office.

EEO Statement:

Birmingham Promise provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Birmingham Promise complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Birmingham Promise expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.