Executive Assistant

Reporting the Director of Engagement and Exec. Offices, the Executive Assistant will manage the Executive Directors busy schedule to support efficient workflow and maximize organizational priorities while anticipating steps ahead. The Executive Assistant will also provide administrative support to the Director of Engagement and Executive Offices and supporting departments.

Duties/Responsibilities

• Supports the Executive Directors daily administrative needs, including managing an extremely active calendar of appointments; creating expense reports; making travel arrangements; developing and tracking travel itineraries; compiling documents for external meetings; organizing and maintaining files; scanning and copying documents; preparing agendas and minutes for meetings.
• Compose business correspondence and internal memos as directed.
• Manage information flow, ensuring follow-up and engagement with appropriate internal staff and external stakeholders.
• The Executive Assistant will work with other departments to collaborate as needed and to ensure that the Executive Director is engaged throughout the organization.
• Implement and coordinate special projects assigned by the Executive Director and Executive Team. Plan, organize, and manage logistics for special events, board meetings, and other external and internal meetings, such as focus groups at schools, speaking engagements, etc.
• Assists the Director of Engagementand Executive Offices in administrative and departmental needs, including but not limited to mailings, meetings, SF management, tracking, and research as needed.
  
  

Required Skills/Abilities

• Excellent communication skills, both verbal and written; especially astute listener who picks up subtle cues that others may miss; able to be diplomatic, firm, gentle, or even pushy when necessary, as may be appropriate to the situation
• Sensitive to the need for discretion and confidentiality related to Executive Directors work
• Impeccable attention to detail and strong organizational skills
• Strong interpersonal skills and ability to build and cultivate relationships in a multi-layered organization with a variety of stakeholders
• Strong project management skills, including goal-setting, and project and event planning
• Proficient in use of Microsoft Office and Google-based applications
• Available on occasion for additional hours outside regular schedule
• Ability to critically assess challenges and identify effective solutions, while managing tight deadlines and multiple priorities
• Access to personal transportation strongly preferred
  
  

Education And Experience

Minimum Education (or substitute experience) required:

• College degree preferred
  
  

Minimum Experience Required

• 5 years relevant experience