Principal Duties and Responsibilities
- Maintains calendars for managing director and directors, including identifying key deadlines /milestones in team plans and flagging as necessary for follow-up.
- Must be comfortable with heavy scheduling and calendar management including coordination of complex meetings with multiple participants and locations with a high level of efficiency and accuracy.
- Anticipates needs and is highly responsive to direct and anticipated requests; providing fast, accurate, and thoughtful replies to requests, and following up on action items on behalf of the directors.
- Provides senior-level administrative support including proofreading, research, routing correspondence, drafting letters and documents, collecting and summarizing information, contact management including support with the Foundation’s Salesforce implementation, and contract and grant-making support. Must be comfortable initiating communications.
- Coordinates both domestic and international travel arrangements ensuring tight schedules and well-articulated itineraries. Creates and modifies travel itineraries quickly and accurately. Informs and plans actions based on the itinerary with appropriate parties, and prepares expense reports in Concur.
- Ensures that office and technology, and any tools or equipment they require to successfully and flawlessly perform their work, is operating effectively.
- Assists the directors in creating high-level presentations and any other documentation required on an ongoing basis. This includes but is not limited to: Board Presentations, budgets and forecasts, white papers, complex schedules and events, and travel and expense documents.
- Manages meeting logistics, conference rooms, AV equipment, displaying presentations, etc.
- Prepares and processes expense reports, vendor invoicing paperwork, and purchase requisitions, including monthly expense reconciliation and on-demand expense reports.
Education, Experience, and Skills
- A bachelor’s degree in Business Administration or a related field is preferred.
- A minimum of 5 years of executive-level administrative experience in supporting an Executive Leader is required.
- Must have previous work experience in a complex, fast-paced and highly professional role and global organization with multiple offices and with a strong mission and focus on people or a related role in a not-for-profit organization focused on a highly dynamic, evolving organization and work environment.
- Direct experience in managing sensitive and confidential matters with a high level of professionalism and grace under pressure.
- Can identify, prioritize, and manage agendas, employee communications, high-level presentations, and documents and is comfortable multi-tasking in a fast-paced environment.
- · Has excellent interpersonal, written, and verbal communication skills and is effective in developing positive and productive relationships with all levels of staff and management across the organization.
- Proven experience working effectively as part of a team and autonomously.
- Proven excellent project management and organizational skills with a demonstrated ability to deliver high-quality, accurate work on time.
- Has experience within a highly collaborative, dynamic organization and in an entrepreneurial environment where building policies, programs and processes are necessary. Demonstrated technical proficiency with Microsoft Word, Excel, and PowerPoint.