Job Overview

Provide administration and general clerical support to VP as well as other key leadership team members including basic schedule planning, travel arrangements, documentation, and file maintenance. Other responsibilities include scheduling conferences/meeting rooms and responding to general inquiries. They create and maintain office documentation and files and review drafts and finished internal/external communication documents.

The Executive Assistant (EA) will provide high-level direct administrative support. The EA plays a central role in supporting the leadership team. Success in this position requires a proactive approach to anticipating and meeting the needs of the Executive Team and, equally, becoming a critical “go-to” person for the broader organization to liaise with the senior team. We’re looking for an EA who is a self-starter, focused on results and committed to making a difference.

Job Requirements

•    Lead, manage and complete a broad variety of administrative tasks including managing dynamic calendars of appointments, completing expense reports, composing and preparing correspondence, arranging itineraries and agendas and compiling meeting documentation
•    Exercise discretion and judgment with respect to matters of significance within the scope of responsibility affecting the executive office
•    Travel Desk Management. Global travel involved.
•    Coordinating with Conference Event Management teams
•    Assess inquiries directed to the executive office, determine the proper course of action and delegate to the appropriate individual to manage
•    Schedule meetings; draft agendas; develop, compile, and distribute presentation materials; and record meeting minutes on behalf of Directors.
•    Research, prioritize, and follow up on incoming issues and concerns addressed to the Directors, including those of a sensitive and confidential nature
•    Create, edit, and maintain communications such as reports and presentations
•    Prioritize conflicting requests and handle matters within scope expeditiously and proactively
•    Provide a bridge for smooth communication between the executive office and other departments, demonstrating leadership and empathy to foster credibility, trust, and support with staff
•    Build collaborative relationships crucial to the success of the organization
•    Edit and complete drafts for written communications to stakeholders
•    Ability to build strong relationships with key stakeholders including external customers, peers, and leadership team in both onsite and virtual environments
•    Adhere to compliance with applicable rules and regulations set in bylaws regarding Board matters
•    Other tasks as assigned.
•    Detail oriented with exemplary organization skills
•    High level of confidence, integrity and motivation
•    Must be able to multi-task and work well under pressure
•    Ability to work in a fast-paced environment while adapting to changing deadlines and priorities
•    Must be proactive, responsive and resourceful
•    Highly flexible and motivated individual with an ability to work independently as well as in a team setting
•    Must consistently demonstrate the highest level of professionalism and discretion
•    Strong interpersonal skills with ability to interact well with all levels of clients, customers and internal staff
•    Tech savvy with ability to research topics via the internet

What your background should look like

•    7+ years of experience in Executive Assistant, Personal Assistant or similar role
•    Strong collaboration, planning, influencing, prioritization, and time management skill
•    Strong ability to execute work with a diversity, equity, and inclusion lens
•    Expert proficiency with Microsoft Office ability to design and edit graphic presentations and materials
•    Strong verbal and written communication skills
•    Exceptional organizational skills and impeccable attention to detail
•    High degree of professionalism in dealing with diverse groups of people, including Board members, senior executives, staff, and community leaders
•    Make appropriate, informed decisions regarding priorities and available time
•    Ability to complete a high volume of tasks and projects with little or no guidance
•    Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround
•    Able to maintain a high level of integrity and discretion in handling confidential information.