Executive Assistant

Description

The Executive Assistant performs a wide range of administrative responsibilities to support the Vice President and three AVPs in a challenging and fast‑paced work environment. Must work independently under general guidance, maintaining confidentiality as appropriate. Responsibilities may include communication and coordination with internal and external stakeholders including high‑level donors and VIPs; receiving and screening calls, correspondence and visitors; making travel and meeting arrangements for four leaders;

preparing correspondence, complex documents and reports; supporting invoicing and expensing needs of leaders and their broader teams; leading agenda creation and meeting execution for various departmental gatherings and leadership team meetings; supporting and attending Foundation events (including occasional evening and weekend events); and supporting cross‑departmental priorities as assigned.

Minimum Education

Bachelor's Degree (Required). Alternatively, relevant experience beyond the minimum required work experience may substitute for the educational requirement on a 1-to-1 ratio.

Minimum Work Experience

4 years related administrative/clerical experience, preferably in a challenging and fast‑paced environment (Required).

Experience should demonstrate proven ability to analyze and interpret data, prepare complex reports, ensure compliance with policies/procedures, track budgets and timelines, coordinate scheduling of large, multi‑disciplinary meetings, and organize files and correspondence (Required).

Project Coordination Experience (Preferred)

Required Skills & Knowledge

• Familiarity with organizational and departmental structures, policies and practices.
• Strong oral and written communications skills necessary to interact diplomatically and tactfully with diverse groups.
• Ability to interact with all levels of internal and external customers with highest level of professionalism in a fast‑paced and confidential environment.
• Proficiency with MS Office and other computer applications as required.
• Ability to consider multiple variables to determine proper course of action.
• Exercise good judgment in handling sensitive and confidential information and situations.

Functional Accountabilities

Administrative and Secretarial

• Responsible for scheduling appointments and arranging meetings, conferences and travel. Ensure the executive's knowledge of schedule 24 hours in advance. May create meeting agenda, sit in meetings and take minutes.
• Organize and maintain files of the executive's correspondence and records, following up on pending matters with limited direction and providing timely feedback.
• Facilitate and expedite workflow within the executive's scope of oversight; initiate follow‑up action as needed.
• Research information requests under general guidance. Under the instruction of the executive, may compile data elements into reports as needed.
• May perform some Office Manager duties; may oversee and guide the workflow of lower level staff; prioritize and coordinate project(s), and follow through on issues in a timely manner.

Communications

• Serve as a liaison to other executives, assistants, internal and external customers.
• Communicate and/or coordinate the executive's instructions and desires with various individuals and departments/divisions. Furnish and obtain information from others as needed.
• Receive and screen calls, correspondence, and visitors for the executive; answer routine inquiries and furnish information to save the executive's time.

Office Technology

• Prepare routine documents (e.g., letters and memos) using Word, Excel or PowerPoint. May prepare complex documents requiring integration of multiple office technology and software applications.
• Utilize various software and/or learn new computer applications to meet unique work needs and improve productivity.
• May serve as a resource to others on a variety of subjects including office equipment, software applications, and information processing procedures.

Safety

• Speak up when team members appear to exhibit unsafe behavior or performance.
• Continuously validate and verify information needed for decision making or…