Executive Assistant - Floater - AscendHire

EXECUTIVE ASSISTANT COMMUNICATIONS AT LEADING PHILANTHROPIC ORGANIZATION

Base Salary is $85K to $95K (based upon candidate and experience); Discretionary Bonus; and Excellent Benefits

Hybrid with Three (3) Days in Office and Two (2) Days Remote | 9am-6pm Daily

Leading philanthropic organization looking for an experienced executive/administrative support professionalto join its organization as an

Executive Assistant

supporting the VP of Programs, Senior VP of Communications and Public Affairs, and Senior Director, Policy Communications and Chief Writer by providing administrative support to each executive and their respective teams as needed. The position involves interaction with a variety of counterparts, both internal and external; it also entails an understanding of the organization's administrative and strategic needs, a willingness to take initiative, and the ability to help manage the executives' priorities with confidentiality. The Executive Assistant will work independently on special and ongoing projects as assigned.

In order to build productive relationships across the organization and to ensure effective collaboration, this role requires in-person presence in accordance with the organization’s hybrid schedule of working in the office Three (3) Days (Mon, Tue & Thu) per Week and Two (2) Days (Wed & Fri) Remote with the flexibility to accommodate additional day in the office on an as-needed basis. Hours are 9am-6pm.

RESPONSIBILITIES & DUTIES

Provides executive administrative support to the Senior Vice President and Vice President by undertaking a wide range of delegated tasks and assignments, including, but not limited to:

• Managing busy calendars and scheduling logistics, including prioritizing and rescheduling meetings and calls as needed and being mindful of individual scheduling preferences.
• Coordinating logistical arrangements for major events and meetings and taking notes when necessary.
• Overseeing the production of materials for internal and external meetings.
• Managing all travel arrangements.
• Preparing expense reports, and other expense documentation and filings.
• Managing the processing and verification of all department invoices.
• Managing itemized task lists for specific programs and projects, as well as task lists related to general operational management needs.
• Proofreading documents.
• Maintaining contact database.
• Maintaining document directory in File Explorer (e.g. contracts) for the Communications and Programs teams.
• Coordinating with Communications and Program team members in order to effectively perform administrative duties.
• Maintaining organized physical and digital files, templates, trackers, records, and contacts.
• Collaborating and developing strong relationships with other administrative staff and employees across the organization.
• Assisting with any ad hoc projects and tasks as directed by managers.
• Providing back up support for the reception desk on an exception basis and assisting other administrative staff members with meeting and event set up as requested.
• Coordinating orientation activities for new hires with oversight by department leads.
• Registering visitors in the building portal and bringing them to meeting room upon arrival.
• Working as a team member and providing back-up for the organization’s other administrative staff in the Foundation as needed.

REQUIREMENTS & SKILLS

• Bachelor's Degree required.Minimum of Ten (10) years of experience providing administrative and operational support to senior level executives or teams with demonstrated increases in responsibility over time.Proven ability to work effectively in a dynamic environment by balancing competing priorities and multi-tasking effectively.
• Experience handling multiple schedules and accommodating individual preferences.
• Proven ability to handle confidential information with integrity and discretion.
• Advanced knowledge of Microsoft Office products Word, Excel, PowerPoint, and Outlook required.Proven ability to work independently with minimal direction and supervision, with strong attention to detail and exceptional organizational and time management skills.
• Possess a friendly and professional demeanor, positive attitude, and willingness to partner with other team members.
• Must have strong verbal and written communication skills.
• Possesses a growth mindset and openness to learn and take on new responsibilities over time.
• Research and proofreading skills desired.Interest in learning about and supporting the mission and goals of the Foundation is desirable.Ability to forge productive working relationships with managers and colleagues at all levels.

ideal candidate will provide top-level assistance for high level executives. They should be well-organized and be comfortable scheduling meetings and responding to emails on the executive's behalf. Lastly, this individual should be able to draft documents and help the executive with any necessary meeting preparations.

Responsibilities

• Calendar management for executives
• Aid executive in preparing for meetings
• Responding to emails and document requests on behalf of executives
• Draft slides, meeting notes and documents for executives

Qualifications

• Bachelor's degree or equivalent experience
• Proficient in Microsoft Office suite
• Experience in managing multiple priorities, administrative coordination, and logistics
• Well-organized, detail-oriented, ability to multi-task with great follow-up skills
• Strong written and verbal communication skills