Executive Assistant to the President

Executive Assistant to the President

Requirements

• At least ten years of experience providing executive administrative support to the President or CEO
• Demonstrated ability to take initiative and to execute complex projects and tasks with a strong attention to detail
• Strong organizational skills with the ability to prioritize and execute on multiple tasks seamlessly
• Excellent judgement with the ability to maintain a high level of integrity and discretion in handling confidential or sensitive information
• Diplomatic, flexible, with strong interpersonal skills and the ability to build good working relationships with team members, internal staff, Board members, and external stakeholders/partners
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, and Teams) and Zoom
• Exceptional verbal and written communications skills
• Highly proactive, resourceful, and solutions-oriented

Responsibilities

• Manage the President’s complex calendar as well as internal and external meeting schedule with a high level of attention to detail and sophistication, including making arrangements for transportation to/from on-site and off-site meetings
• Ensure the President is properly prepared and briefed for all meetings, events, and speaking engagements by working closely with Foundation colleagues to procure and review briefing materials and agenda items
• Greet and host guests of the President, including escorting guests when in the building, attending to refreshments, and otherwise creating an environment where everyone feels comfortable
• Anticipate the President’s needs, keeping them informed, proactively troubleshooting issues as they arise and using judgement to ensure smooth day-to-day operations
• Manage and book all travel accommodations for the President, secure travel documents, appointments, and create dossiers for extensive trips/travel/engagements
• Efficiently complete a broad variety of administrative tasks including preparing expense reports, maintaining the President’s contact list, conducting research on people or topics, crafting written correspondence (e.g. letters of reference, polite declines, holiday cards, etc.) and outreach on the President’s behalf (e.g., handling physical mail, making and returning phone calls, etc.)
• Handle sensitive matters with a high level of confidentiality, discretion, and professionalism
• Ensure Foundation leaders have the information they need regarding the President’s scheduled meetings and events
• Collaborate with Foundation colleagues to ensure the success of the President’s meetings and events (including on-site, off-site, and virtual)
• Collaborate closely with other members of the President’s office to ensure alignment, coordination, and seamless execution across the team

Preferred Qualifications

• Bachelor’s degree desirable
• Previous experience in philanthropy is a plus, but not required