Job Details
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Job Description
- Assists the CEO with daily administrative duties and completes a broad variety of administrative tasks that include managing an active calendar of appointments; 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 CEO’s behalf and coordinates logistics with high-level meetings both internally and externally.
- Conducts research on prospective corporate and foundations to identify and evaluate current needs and assembles materials needed for the proposals.
- Drafts reports, letters of solicitation, proposals; prepares and coordinates oral and written communication with prospects.
- Serves as the President’s 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; arranging hotel accommodations for out-of-town; processing travel reimbursement requests; and compiling, assembling, and distributing Board meeting materials.
- Maintains confidential files and contact information; coordinates meetings, conferences, and committees both on and off site to support the President’s agenda.
- Maintains Director’s Desk and office.
- Participates as member of the SLT including assisting in scheduling, attending meetings. Represents the President in designated meetings as required.
- 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.
- Performs other duties as assigned.
- Provide assistance as needed to front desk operations to include but is not limited to, answering phones, accepting package and other deliveries, lunchtime relief, and greeting and signing in visitors/guests.
Job Requirements
Experience & Education:
- Bachelor’s degree with an interest in national and global issues.
- Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- At least Five years providing support for upper-level management.
Skills & Abilities:
- Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners.
- Proficiency in Windows, including MS Word, EXCEL, outlook and PowerPoint.
- Ability to learn new software.
- Ability to conduct research and present data in a succinct and well-written manner.
- Ability to work independently and with professional discretion.
- Excellent writing, editing, grammatical, organizational, and research skills.
- Ability to work with a broad range of people including major clients, Board members, foundation staff, colleagues of the president/CEO and staff, and others.
- Knowledge of other languages and international customs is an asset; strong command of English is a must.
- Excellent management, time-management, and problem-solving skills.
Working Conditions/Other Data:
- Due to the confidentiality of the work, the functions of this position should be performed in a private office location.
- Occasional travel may be involved.
