Executive Assistant to Executive Director - IT

Executive Assistant to Executive Director

JD

Executive Support :

- Completes a broad variety of administrative tasks for the Executive 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 Executive Director 's schedule is followed and respected. Provides gatekeeper and gateway role, creating win-win situations for direct access to the ED's time and office.

- Communicates directly, and on behalf of the ED, with Board members,donors, Foundation staff, and others, on matters related to ED's programmatic initiatives.

- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

- Provides a bridge for smooth communication between the President's office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.

- Works closely and effectively with the ED to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the President updated.

- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the President, some of which may have organizational impact.

- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the ED'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.

Senior Management Liaison :

- 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

- Facilitates cross-divisional coordination of travel and outreach plans

Communications, Partnerships, and Outreach :

- Ensures that the President's bio is kept updated and responds to requests for materials regarding the ED and the organization in general

- Edits and completes first drafts for written communications to external stake holders

Strategic Initiatives :

- Works with the Strategic Initiatives team in coordinating the President's outreach activities

- Follows up on contacts made by the President and supports the cultivation of ongoing relationships

- Edits all, and creates acknowledgement letters from the President to donors

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, external partners and donors

- 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

Education and Experience Requirements :

- Bachelor's degree required

- Strong work tenure: five to 10 years of experience supporting C-Level Executives, preferably in a Service Industry :

- Experience and interest in internal and external communications, partnership development, and fundraising

- Proficient in Microsoft Office