Job Description
OUR CLIENT, A NONPROFIT ORGANIZATION DEDICATED TO STOPPING PREJUDICE AGAINST PEOPLE OF JEWISH FAITH AND FIGHTING FOR HUMAN RIGHTS FOR ALL IS SEEING A SENIOR EXECUTIVE ASSISTANT TO SUPPORT THE CHIEF EXECUTIVE OFFICER.
- MINIMUM OF FIVE YEARS OF EXPERIENCE SUPPORTING A CEO IN A FORTUNE 500 COMPANY, INTERNATIONAL LAW FIRM OR NONPROFIT ORGANIZATION IS REQUIRED.
- SOMEONE WHO CAN MULTI-TASK AND NOT FLUSTER UNDER PRESSURE.
- THIS IS A 100% ON-SITE POSITION.
- THE ANNUAL SALARY IS $85,000 PLUS A GENEROUS BENEFIT PACKAGE.
PRIMARY FUNCTION:
A key member of the executive office, this role involves working directly with the CEO, Chief of Staff, and Senior Director, providing administrative support in a fast paced and dynamic environment. This role will be responsible for prioritizing and managing day-to-day operations and planning, with both confidentiality and precision. This role will also liaise with other Senior Executives, volunteer leaders and public and private individuals, and provide work direction and guidance to other assistants in the Office of the CEO.
RESPONSIBILITIES
PRIMARY:
- Support the day-to-day operations of the Office of the CEO by providing timely, streamlined communication and follow-up, with utmost attention to detail.
- Provide work direction and guidance to the other assistant(s) in the Office of the CEO.
- Maintain the CEO’s calendar, schedule and confirm appointments, speaking engagements, meetings, and conference calls. Manage all calendar requests in a timely manner. This may involve one-on-one meetings or multi-party meetings, with internal and/or external constituents.
- Evaluate meeting needs and priorities as part of the scheduling protocol. Make critical decisions to ensure scheduling is optimized yet manageable. Inform and involve respective Senior Staff members as needed.
- Ensure meetings are internally staffed as needed and calendar invites are sent accordingly.
- Participate in weekly calendar reviews with Office of the CEO and development teams.
- Screen, review and respond to emails, Slack, texts, and phone calls. Provide information and refer as needed to appropriate staff members. Ensure timely follow up
- Coordinate executive travel and hotel arrangements. Track business expenses. Process travel expense reimbursements.
- Track mail, email, and voice mails of the CEO and ensure there is proper follow-up. Coordinate CEO email replies. Facilitate CEO all-staff emails.
- Draft routine correspondence. Review and edit, as necessary, select documents to be sent out under CEO signature.
- Communicate with internal and external stakeholders, in writing and/or by phone, on matters relating to Office of the CEO, including scheduling, logistics, briefing documents, and other supporting matters as they may arise.
- Prepare daily briefing book for the CEO and confirm all corresponding materials for meetings and/or travel are received in a timely manner.
- Prepare itineraries with requisite levels of detail and contact information.
- Provide weekly CEO schedule updates to Executive team, alerting respective members of travel updates/changes.
- Provide input and participate in process and technology projects to further improve workflow within the Office of the CEO.
- Implement special projects as requested by Office of the CEO and follow through to successful completion.
- Coordinate with other Office of the CEO support personnel; provide back up support as needed.
- Duties may include assisting with event/meeting planning by coordinating registration, venue selection, materials preparation, and possible on-site administrative support.
- Order office supplies and maintain supply of ADL marketing materials so items are always on hand for Executive Office use.
- Provide guest lists to Security for screening.
QUALIFICATIONS
SKILLS:
- Proficiency with Microsoft Office Suite including Word, Outlook, Excel and PowerPoint.
- Working knowledge of conference call and video meeting technology.
- Proficiency with Slack preferred.
- Superior organizational skills and ability to multi-task.
- Highly effective problem-solving skills.
- Strong communication skills; confident interacting across all levels of the organization and with external constituents.
ATTRIBUTES:
- Outstanding levels of tact, diplomacy, and confidentiality.
- Is calm and effective under pressure.
- Strong attention to detail and follow up.
- Enjoys working in a team environment.
- Highly effective problem-solving skills.
- Anticipates needs and is proactive.
WORK EXPERIENCE:
- The ideal candidate has a minimum five years working in a professional office, with several years as an executive assistant.
- Previous experience supporting C-level executives, or dedicated CEO support, is strongly preferred.
EDUCATION:
- An Associate’s degree or equivalent experience is required; a Bachelor’s degree is preferred.