Executive Assistant (EA) to the President and Executive Director (ED)

Reporting directly to the President and Executive Director (ED), the Executive Assistant (EA) provides executive support in an one-on-one working relationship. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the President and Executive Director. The Executive Assistant also serves as a liaison to the Executive Committee and senior management teams. The Executive Assistant must be creative and enjoy working within a small, research environment that is mission-driven, results-driven and development oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

The major role of EA is to provide inputs in the following areas

Executive Support

• Completes a broad variety of administrative tasks for the President & ED including: managing 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.
• Communicates directly, and on behalf of the President and ED, with Board members, donors, Foundation staff, and others, on matters related to ED's programmatic initiatives
• Carries out research activities, 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 ED to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks that facilitate the ED's ability to effectively lead the company
• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

Board Support and Liaison

• Assists board members with travel arrangements, lodging, and meal planning as needed
• Maintains discretion and confidentiality in relationships with all board members
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format

Senior Management Liaison

• Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending all meetings
• Assists in coordinating the agenda of senior management team meetings and off-sites, and all staff meetings
• Facilitates cross-divisional coordination of travel and outreach plans

Communications, Partnerships, and Outreach

• Ensures that the President's bio is kept updated and responds to requests for materials regarding the President and the organization in general
• Edits and completes first drafts for written communications to external stake holders

Strategic Initiatives

• Works with the Strategic Initiatives team in coordinating the President's outreach activities
• Follows up on contacts made by the President and supports the cultivation of ongoing relationships
• Edits all, and creates acknowledgement letters from the President