Executive Assistant

Job Brief:

• Reporting directly to the Managing Director, the Personal Assistant to the Managing Director provides executive, administrative, and development support to the Managing Director, as well as the Senior Leadership Team and HR.
• Personal Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Managing Director.
• The Personal 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.

Essential/Primary Responsibilities:

Executive Support

• Assists the Managing Director with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; completing expense reports; composing and preparing correspondence; arranging complex and detailed travel plans, itineraries and agendas and compiling documents for meetings.
• Communicates with the general staff on the Managing Director's behalf and coordinates logistics with high-level meetings both internally and externally. Coordinates meetings and strategic activities
• Communicates directly and on behalf of the Managing Director with Board members
• Supports the Managing Director in his external commitments, including service on external boards, committees, and other groups.
• Arranging all the needed travel arrangements.

Board Support and Liaison

• Serves as the Managing Director administrative liaison to the Board of Directors and manages Board activities, which include coordinating semi-annual Board meetings and dinners; semi-annual Board staff lunches/receptions/new Board member orientations; arranging hotel accommodations for out-of-town Board members; processing travel reimbursement requests; and compiling, assembling, and distributing Board meeting materials. Research potential Board members for the Nomination Committee.
• Coordinates Executive, Finance, Governance & Nominating, and Audit Committee meetings, maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off-site to support the Managing Director's agenda.

Management Liaison

• Assists in coordinating the agenda of senior management team meetings. Prepares an account of the meetings and designates and follows up on assigned action items.

Accountabilities:

• Position reports to the Managing Director.
• Works directly with the Board Executive Committees.
• Works directly with senior level staff and HR both internally and externally.