Job Title: Executive Assistant
Function
Executive, Admin, Secretariat
Job Summary
Reporting to the President, the Executive Assistant will serve as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts, and oversees special projects.
Role
Completes a broad variety of administrative tasks for the President including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
Plans, coordinates and ensures the President’s schedule is followed and respected.
Provides “gatekeeper” and “gateway” role, creating win-win situations for direct access to the President’s time and office.
Communicates directly, and on behalf of the President, with Board members, donors, Foundation staff, and others, on matters related to President’s programmatic initiatives.
Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
Provides a bridge for smooth communication between the President’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
Works closely and effectively with the Presidentto keep him/her well informed of upcoming commitments and responsibilities, following up appropriately.
Provides leadership to build relationships crucial to the success of the NGO, and manages a variety of special projects for the President, some of which may have organizational impact.
Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the President’s ability to effectively lead the company.
Prioritizes conflicting needs; handles matters expeditiously, pro-actively, and follows-through on projects to successful completion, often with deadline pressures.
Skills
Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
Expert level written and verbal communication skills
Demonstrated proactive approaches to problem-solving with strong decision-making capability
Highly resourceful team-player, with the ability to also be extremely effective independently
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
Forward looking thinker, who actively seeks opportunities and proposes solutions
Qualification
Master’s Degree required
Strong work tenure: 5 to 10 years of experience supporting C-Level Executives, preferably in a non-profit organization. Experience and interest in internal and external communications, partnership development, and fundraising Expert MS Office proficiency, Word, Excel, Outlook and PowerPoint eg with high technical ability Adobe Acrobat, and Social Media web platforms.
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