Executive Assistant

Overview

• Provide executive-level administrative support to the President during a temporary assignment covering a leave of absence.
• Serve as the first point of contact for inquiries, calls, and requests, managing or referring them appropriately.
• Coordinate the President’s activities, including calendar management, scheduling, and travel arrangements.
• Assist in organizing meetings, preparing materials, and documenting outcomes and action steps.
• Draft high-quality correspondence, reports, and presentation materials, ensuring accuracy and professionalism.
• Support personal business needs of the President, including event planning and financial reconciliation.
• Foster strong working relationships internally and externally to facilitate seamless operations.
• Perform administrative tasks such as expense reporting, filing, and preparing meeting materials.

Key Responsibilities & Duties

• Screen telephone calls, inquiries, and requests, managing or referring them as appropriate.
• Maintain and update the President’s contacts, lists, and databases, ensuring accuracy.
• Coordinate the President’s activities, including scheduling appointments and arranging travel and conferences.
• Prepare meeting materials, attend meetings, and document minutes and action steps.
• Organize business dinners and smaller events, ensuring seamless execution.
• Draft and finalize correspondence, reports, and presentation materials in collaboration with the President.
• Conduct research to support the President’s initiatives and projects.
• Perform personal business tasks, including bill payment, account reconciliation, and event planning.

Job Requirements

• Bachelor’s degree required, preferably in Arts or related field.
• Minimum of 6 years of relevant experience, preferably in foundation, philanthropic, or non-profit sectors.
• Strong judgment, discretion, and reliability with excellent interpersonal skills.
• Proficiency in verbal and written communication, including drafting professional documents.
• Ability to work independently and anticipate management needs effectively.
• Exceptional organizational skills with attention to detail and ability to manage multiple commitments.
• Advanced computer skills, particularly in word processing, spreadsheets, and email.
• Enthusiasm for contributing to a meaningful mission and fostering positive relationships.