Executive Assistant

Executive Assistant Overview

• The Executive Assistant role supports the Managing Director of a food initiative, contributing to advancing sustainable food systems.
• This position involves providing administrative, coordination, and organizational support to a dynamic team within a mission-driven organization.
• Candidates will act as an ambassador for the organization, ensuring smooth internal and external communications.
• The role requires proactive management of schedules, contacts, and travel arrangements for the Managing Director.
• Contribute to grant-making processes through research, documentation, and tracking deliverables.
• Prepare executive-level materials, including presentations and forecasts, ensuring readiness for critical meetings.
• Coordinate work across teams, fostering collaboration and maintaining responsive partnerships.
• Support the organization's values-driven culture aligned with its vision and strategy.

Executive Assistant Key Responsibilities & Duties

• Provide senior-level administrative support to the Managing Director, ensuring efficient operations.
• Manage schedules, calendars, and travel arrangements, including inputting data into Salesforce.
• Build agendas for team meetings and document complex content clearly and actionably.
• Coordinate logistics and administrative tasks, ensuring seamless execution of critical activities.
• Support grant-making processes, including research, documentation, and tracking deadlines.
• Prepare materials for board presentations, budgets, and forecasts, ensuring accuracy and timeliness.
• Act as a liaison between teams, maintaining smooth information exchange and collaboration.
• Handle sensitive and confidential matters with professionalism and discretion.
• Take on special projects as directed by the Managing Director, contributing to organizational goals.

Executive Assistant Job Requirements

• Bachelor's degree in Business Administration or related field preferred.
• Minimum of 5 years of executive-level administrative experience supporting senior leaders.
• Proven project management and organizational skills with attention to detail and accuracy.
• Ability to handle sensitive and confidential matters with professionalism and grace under pressure.
• Technical proficiency with Microsoft Office Suite and Salesforce.
• Experience in a collaborative, entrepreneurial environment within a global or nonprofit organization.
• Strong interpersonal skills and ability to build productive relationships across all organizational levels.
• Effective communication skills, including writing, listening, and verbal abilities.
• Passion for the organization's mission and values, with a strategic mindset and proactive approach.