Enhances executive’s effectiveness by providing information management support; representing the executive to others. The Executive Assistant serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects.
Job Responsibilities
Completes a broad variety of administrative tasks for the Managing Director including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Plans, coordinates and ensures the Managing Director’s schedule is followed and respected. Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the CEO’s time and office.
Communicates directly, and on behalf of the Managing Director, with Board members, donors on matters related to Managing Director’s programmatic initiatives.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Managing Director, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between the Managing Director’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
Works closely and effectively with the Managing Director to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the Managing Director’s ability to effectively lead the company.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Serves as the Managing Director’s administrative liaison to the Board of Directors
Assists board members with travel arrangements, lodging, and meal planning as needed
Maintains discretion and confidentiality in relationships with all board members
Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
Qualifications
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members and external partners
Expert level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability Emotional maturity
Highly resourceful team-player, with the ability to also be extremely effective independently
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
Forward looking thinker, who actively seeks opportunities and proposes solutions
Bachelor’s degree required
Strong work tenure: five to 10 years of experience supporting Executives
Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
