ICAN: Positive Programs for Youth
Executive Assistant
ICAN: Positive Programs for Youth, Chandler, Arizona, United States, 85249
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, and Community and Family Support. We provide these programs free of charge so parents and caregivers can 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. Each of our team members is passionate about spreading this purpose.
What You’ll Need to Succeed
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 and 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 the Board of Directors to ensure a high level of operational excellence. You will also provide consistent and dedicated support to the Advancement Team and offer project‑specific and seasonal support to the broader leadership team at ICAN when needed. Reporting to the CEO, your responsibilities include:
Administration for the CEO & Board of Directors (50%)
– Administrative and clerical support for the CEO and Board of Directors, including preparing, coordinating and/or scheduling calendars, travel, meeting materials, presentations, recording meeting minutes, keeping attendance records, and coordinating all details for staff and board planning retreats, celebrations and social events. Coordinate board member onboarding, off‑boarding 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; manage CEO documentation, purchase requisitions, vendor/contractor invoicing, reimbursements and credit card purchase requests; prepare and maintain board files and record‑keeping, including bylaws, board policies and articles of incorporation; prepare executive, board and administrative budgets annually in partnership with the CEO; conduct donor acknowledgement and stewardship activities on behalf of the CEO; and make donor touchpoint updates in the donor database on behalf of the CEO.
Administrative Support for the Advancement Team (45%)
– Facilitate maintenance of the donor CRM (Salesforce), including routine updates/entries, reporting, dashboard maintenance and general database upkeep; process gift acknowledgements and donor thank‑you activities per the Advancement Team’s policies; support administrative event and campaign functions as delegated; schedule needs for the Advancement Team; support other administrative projects or research; participate in Advancement Team meetings and departmental activities; serve as an administrative extension of the Advancement Team.
Other Leadership Team Support (5%)
– Provide additional administrative support and scheduling to members of the Leadership Team as needed and as delegated by the CEO, including seasonal support, leadership‑level documentation, planning or meeting needs, special project needs, and team culture activities.
Confidentiality
– You agree not to disclose any confidential information purposefully or inadvertently to any unauthorized person or entity, unless required by law. You will maintain discretion and confidentiality with all board members, staff, and volunteers.
Requirements
Minimum of 2 years of 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.
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.
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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, and Community and Family Support. We provide these programs free of charge so parents and caregivers can 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. Each of our team members is passionate about spreading this purpose.
What You’ll Need to Succeed
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 and 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 the Board of Directors to ensure a high level of operational excellence. You will also provide consistent and dedicated support to the Advancement Team and offer project‑specific and seasonal support to the broader leadership team at ICAN when needed. Reporting to the CEO, your responsibilities include:
Administration for the CEO & Board of Directors (50%)
– Administrative and clerical support for the CEO and Board of Directors, including preparing, coordinating and/or scheduling calendars, travel, meeting materials, presentations, recording meeting minutes, keeping attendance records, and coordinating all details for staff and board planning retreats, celebrations and social events. Coordinate board member onboarding, off‑boarding 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; manage CEO documentation, purchase requisitions, vendor/contractor invoicing, reimbursements and credit card purchase requests; prepare and maintain board files and record‑keeping, including bylaws, board policies and articles of incorporation; prepare executive, board and administrative budgets annually in partnership with the CEO; conduct donor acknowledgement and stewardship activities on behalf of the CEO; and make donor touchpoint updates in the donor database on behalf of the CEO.
Administrative Support for the Advancement Team (45%)
– Facilitate maintenance of the donor CRM (Salesforce), including routine updates/entries, reporting, dashboard maintenance and general database upkeep; process gift acknowledgements and donor thank‑you activities per the Advancement Team’s policies; support administrative event and campaign functions as delegated; schedule needs for the Advancement Team; support other administrative projects or research; participate in Advancement Team meetings and departmental activities; serve as an administrative extension of the Advancement Team.
Other Leadership Team Support (5%)
– Provide additional administrative support and scheduling to members of the Leadership Team as needed and as delegated by the CEO, including seasonal support, leadership‑level documentation, planning or meeting needs, special project needs, and team culture activities.
Confidentiality
– You agree not to disclose any confidential information purposefully or inadvertently to any unauthorized person or entity, unless required by law. You will maintain discretion and confidentiality with all board members, staff, and volunteers.
Requirements
Minimum of 2 years of 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.
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.
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