Executive Assistant

Major Responsibilities:

• Provide support to the SVP including but not limited to: managing the SVP’s complex calendar and meeting requests (including those with high-level donors, board members, IRC leadership, and other internal meetings); gathering information in preparation for meetings; coordinating travel arrangements; support for the consistent flow of information to/from the SVP; coordinating IT and Office Services support; managing logistics for internal and external meetings (reserving conference rooms and setting up IT as needed); processing expenses.

• Collaborate with the SVP on various projects and attend relevant meetings; follow up on pertinent action items.

• Help with any the necessary, daily time management needs including scheduling and managing appointments.

• Assist as necessary in the organization and support of meetings and conferences and the preparation of meeting materials, including logistics and assembly of materials.

• Track next steps on meeting outcomes and communications.

• Coordinate travel arrangements as needed, including flight, accommodation, visa application and ground transportation.

• Prepare reports for the SVP by researching, transcribing, inputting, editing and retrieving text, data, and graphics from multiple sources of information and meetings

• Receive and greet visitors as needed

• Process expense reports and invoices

• Assist with the preparation, editing, scanning, copying and distribution of written correspondence – including PowerPoint and other document formats.  From time to time author, ghostwrite, and provide editorial support on letters, emails, talking points, and presentations.

• Assist with the administrative aspects of expense approvals for departments overseen by the SVP

• Coordinate with Executive Assistants of other HQ departments to plan cross-functional leadership meetings, and other activities/events sponsored by the SVP to promote a positive work culture and encourage interaction within and across teams.

• Plan, communicate and execute assigned projects and initiatives from inception to completion.

• Perform other job related duties as assigned, and occasionally work extended hours when necessary.

Work Experience:

Minimum:  At least two years working in a fast-paced office setting

Preferred:

• Experience working in a non-profit development department

• Strong interest in a maintaining a career as an executive assistant

• Previous experience working in complex organizational structures a plus

Demonstrated Skills and Competencies:

• Familiarity with complex scheduling, and proven experience working in Outlook email and calendar;

• Solid Microsoft Office, with specific expertise and comfort with PowerPoint

• Organizational and time management skills: the ability to work accurately and productively in a fast-paced environment and respond/adapt to shifting priorities

• Excellent interpersonal, written and oral communication skills: the ability to effectively interact with a variety of internal and external contacts with confidence and poise

• Strong listening skills and the ability to accurately follow directions

• Exceptional attention to detail and commitment to deadlines

• The ability to work effectively in a team environment, as well as take initiative and perform routine task independently

• Commitment to respect and maintain confidentiality

Language Skills: English (fluent), additional languages a plus.

Certificates or Licenses: N/A                                                                                                                                                                         

Working Environment:  standard office environment

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