Executive Assistant

Overview

• Provide high-level administrative support to the Vice President, ensuring smooth operations and effective coordination.
• Collaborate with internal teams and external partners to support the portfolio's objectives and deliverables.
• Manage complex scheduling, travel logistics, and administrative processes to optimize time management and operational efficiency.
• Contribute to team culture by fostering collaboration, accountability, and inclusion within the organization.
• Support the team with light-touch administrative tasks, including scheduling and meeting coordination.
• Assist in tracking key deliverables, monitoring deadlines, and ensuring timely follow-ups on commitments.
• Maintain organized systems for tracking documents, contracts, and administrative workflows using tools like Salesforce and SharePoint.

Key Responsibilities & Duties

• Manage the VP's calendar, scheduling, and travel logistics to ensure optimal time management and preparedness for meetings.
• Track meeting notes and follow-ups in Salesforce, ensuring accurate documentation and timely actions.
• Support logistics for Food Initiative-related meetings, workshops, and internal cross-team coordination.
• Perform directed research and manage acquisition of required publications and articles.
• Assist with budget and forecasting processes by managing expenses, processing invoices, and financial tracking.
• Build collaborative relationships with administrative professionals across the organization to ensure smooth communication and processes.
• Handle sensitive information with confidentiality and sound judgment, ensuring professionalism in all interactions.
• Contribute positively to team culture by reinforcing collaboration, accountability, and inclusion.

Job Requirements

• Bachelor of Arts (BA) degree with a minimum of 3 years of executive-level administrative experience.
• Proficiency in Microsoft Office Suite, Salesforce, and collaboration tools, with strong organizational and project management skills.
• Demonstrated ability to handle sensitive matters with discretion and produce polished materials for diverse audiences.
• Experience in managing complex scheduling, travel logistics, and administrative workflows in a fast-paced environment.
• Strong written and verbal communication skills, with a commitment to the mission and values of the organization.
• Ability to build effective working relationships and collaborate across teams, demonstrating openness and respect for diverse perspectives.
• Proven track record of tackling challenges with urgency, energy, and enthusiasm while maintaining professionalism.
• Commitment to strategic learning, adaptability, and continuous improvement in a mission-driven environment.