Executive Assistant, Corporate & Community Giving ( Foundation

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/or 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.

• Bachelor's Degree (Required)
• Relevant experience may substitute for the educational requirement on a 1-to-1 ratio (i.e., one year of relevant work experience equals one year of required education)

• 4 years related administrative/clerical experience, preferably in a challenging and fast-paced environment (Required)
• 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)
• Familiarity with organizational and departmental structures, policies and practices
• Strong oral and written communication skills necessary to interact diplomatically and tactfully with diverse groups of people
• Ability to interact with all levels of internal and external customers with the 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

• 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 feedback in a timely manner.
• Facilitate and expedite workflow within the executive’s scope of oversight; initiate follow-up action as needed.
• Research information requests under some 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.

• 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/or departments/divisions. Furnish and obtain information from others as needed.
• Receive and screen calls, correspondence, and/or visitors for the executive; answer routine inquiries and furnish information to save the executive’s time.

• Prepare routine documents (e.g. letters and memos) using Word, Excel or PowerPoint. May prepare complex documents requiring the 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.

• Speak up when team members appear to exhibit unsafe behavior or performance
• Continuously validate and verify information needed for decision making or documentation
• Stop in the face of uncertainty…