Executive Assistant to CEO

This position works under the guidance of the Director, Office of the President & CEO to perform functions essential to the smooth day-to-day operation of the executive office, with a focus on supporting the work of the Chief Executive Officer and the Director, Office of the President & CEO with specific responsibilities and functions.

This role requires the highest level of reliability and flexibility in order to meet the demands, production timelines, and carry the workload generated by the President and CEO. Additionally, the role also requires a high degree of professional maturity as there is a substantial volume of sensitive data/information requiring both confidentiality and discretion.

• Manage the schedule of the President & CEO. Schedule internal and external meetings and conferences while proactively balancing time zones. Monitors calls and take minutes
• Coordinate CEO personal calendar to ensure effective and timely management of schedule requiring creativity and latitude and coordination across personal and business schedules.
• Serve as Executive assistant to the CEO and the Director, Office of the President & CEO arranging extensive travel, maintaining contacts and calendar, preparing expense reports, and special research on projects as assigned
• Serve as a backup to the CEO Officer Director in his/her absence. This may include responsibilities such as manage CEO correspondence, briefings, and organization of meetings, functions, and conferences
• Manage deliverable items for meetings and events, including preparations of relevant materials by Executives
• Organize physical meetings for CEO, including booking rooms, ordering catering, providing audio visual support, and other support services as needed
• Coordinate logistics of department activities with meetings team for ICANN public meetings, executive team meetings, and other necessary requirements.
• Work with ICANN org and Board on scheduling meetings, board workshops, and ensuring materials and agenda for calls and meetings.

• Book travel, including lodging, flights, car service and any passport/visa requirements needed for international travel for CEO.
• Support the CEO and Director travels in different time zones using extensive experience and judgment
• Proactively follows up, communicates and manages any changes to schedule.
• Monitor and troubleshoots issues related to travel such as canceled flights, hotel room extensions, and other travel-related concerns.
• Prepare and submits expense reports related to travel and other day-to-day activities in a timely manner.

• Draft communication items, including blogs, emails and agendas
• Prepare executive responses to routine memos, letters, or correspondence.
• Prepare reports, collects and analyzes information; prepares presentations. Performs routine administrative duties for the department including filing, monitoring emails and data retrieval
• Proactive in supporting department lead to obtain closure on deadlines. Liaise and coordinate with Director to ensure tasks are carried out and delivered in a timely manner
• Create and maintains spreadsheets, manuals, presentations, communication materials
• Liaison with other departments and executives to coordinate efforts
• Act as central point of contact for the coordination and activities and establish excellent working relationships with key stakeholders, including the executive team, Board of Directors, and key members of the ICANN constituencies
• Other duties as assigned or requested

• (Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions)
• Must be well organized and experienced in use of all office systems and software, with a preference for skills in Word, Excel, Outlook Adobe Professional, and Power Point
• Ability to work flexibly across global time zones, including providing occasional off-hour support as required in a multinational operating environment
• Excellent English drafting ability and communication skills, both oral and written; proficiency level and experience of drafting emails and…