EXECUTIVE ASSISTANT

Job Description

The Executive Assistant is an integral part of a dedicated and highly skilled team, responsible for providing outstanding customized service to our Clients.  Maintaining a high level of Client satisfaction is critical to the success of this position.  The individual in this role is responsible for providing support to a private family foundation.

DUTIES & RESPONSIBILITIES:

Executive Assistance:

• Complete a broad variety of administrative tasks including scheduling meetings; preparing correspondence, itineraries, and agendas.
• Work closely and effectively with Foundation leaders and uplines to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Demonstrate professionalism and courtesy in representing the Foundation and uplines through interaction with internal and external colleagues, vendors, and partners.
• Arrange and participate in Foundation meetings, send confirmations and other items, handle logistical items, and prepare materials and agenda.
• Prepare meeting packets and process outcomes.
• Receive and review incoming emails for the Foundation.
• Review and disburse Foundation mail.
• Plan, coordinate and ensure schedules are followed and respected; confirm appointments and meetings in advance.
• Arrange, schedule, and set up conference calls and meetings.
• Create meeting materials using various software.
• Manage and maintain electronic systems, records, and contacts; assist with tracking, reporting, and document completion.
• Assist with projects, and follow-through to successful completion.
• Handle matters efficiently and proactively.

Other:

• Work with other administrative staff to coordinate meetings and projects.
• Effectively collaborate and communicate with others; attentively listen, ask questions, work well with others, and demonstrate a desire to be part of a team.
• Exercise sound judgment and an appropriate sense of urgency.
• Complete other projects as assigned.

REQUIREMENTS:

• College degree or coursework required.
• At least 5-7 years of experience supporting leaders.
• Passion for and experience within the nonprofit, philanthropy, or foundations sector.
• Exceptional attention to detail.
• Proficiency in MS Office products.
• Strong organizational skills with ability to multi-task and meet commitments.