Under the general supervision of the Senior Executive Assistant, this individual will work directly with the President &CEO in the day-to-day administration and logistics of the CEO's office to ensure that matters are handled smoothly and effectively. The Executive Assistant will serve as the gatekeeper and will be the point of contact between the Board, senior management and the CEO. This individual will be an integral part in collaborating with other departments on behalf of the CEO's office and assist the Chief Financial Officer and Chief People Officer with calendar management and specialprojects as needed. Additionally, this position will also assist the Sr. Executive Assistant and Executive Assistant/Board Liaison with Board matters including setup for meetings, scheduling, finalization of minutes, and other special projects as assigned. Also, will serve as back-up to the Executive Assistant/Board Liaison and Sr. Executive Assistant when not available.ESSENTIAL JOB FUNCTIONS: CEO Support - 50%
- Work collaboratively with the President and CEO in managing the CEO's very active calendar of appointments including the coordination and logistics of both internal and external meetings.
- Provide confidential administrative support and oversees special projects for the CEO.
- Prioritizes conflicting needs: handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Provides a bridge for smooth communication between the CEO, Board and internal departments.
- Assist with all aspects of internal and external events, including catering, and coordinating transportation.
- Produce high quality emails and messages to individuals at all levels of the organization including Board members and keep all contacts up to date.
- As assigned, prepares and formats information for internal and external distribution. This may include taking notes at meetings, writing letters and memos, compiling data for reports, and creating presentations.
- In a timely manner, for meetings, draft agendas and follow-up on time-sensitive issues.
- Plan and manage events, including moderate on the CEO's special Zoom meetings as needed.
- In paper and electronic format, assist in maintaining agency governance documents
Executive Administration Support - 50%
- Assist the Chief Financial Officer and Chief People Officer with maintaining complex calendars.
- Screening incoming calls and determine the level of priority, while using caution in dispensing information.
- Manage special projects and ensure proper follow up and follow through as needed, without prompting.
- Process invoices and expense claims for team members, ensuring all policies are followed and items are processed within provided guidelines
- Coordinate with the Sr. Executive Assistant to the CEO and Executive Assistant/Board Liaison in building a strong team in the Executive Office.
- Assist the Sr. Executive Assistant with scheduling meetings, travel arrangements (accommodations, airline, etc.) and other special projects and duties as assigned to assist the Executive Team.
- Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access.
- Act as back up to the Sr. Executive Assistant and Executive Assistant/Board Liaison when not available.
- Assist with formatting and finalizing draft board meeting minutes for approval which may include transcribing recordings, editing, proofreading and other information preparation duties.
- Along with the Executive Assistant/Board Liaison and Sr. Executive Assistant, maintain and manage the Board Platform Board Effect or other Board communication platform.
- Provides supervision to junior-level staff, including receptionists, temporary clerical staff, etc., coordinating the efforts of these parties in effectively running the executive office, training staffers on internal processes and systems and ensuring that all necessary functions are appropriately covered.
- Assists with coverage at the reception desk as needed.
- Maintains company records, setting up and managing both electronic and paper filing systems, as well as taking steps to maintain that the company is in compliance with all applicable record-keeping requirements.
- Performs other general office duties, including ordering supplies, preparing check requests, etc.
- Other duties as assigned.
ESSENTIAL KNOWLEDGE, SKILLS AND ABILITIES:
- Committed to equity, diversity, inclusion and belonging, and active promotion of the ICL values and goals.
- Experience supporting at the Managing Director level (or equivalent) or above
- Ability to maintain confidentiality and exercise discretion.
- Excellent organizational skills (e.g. planning, scheduling, prioritizing tasks) with excellent attention to detail
- Exceptional interpersonal skills and the ability to build positive relationships with diverse stakeholders, including staff, board members, external partners and donors.
- Expert level written and oral communication skills.
- Demonstrated proactive approaches to problem-solving with strong decision-making capability.
- Highly resourceful team-player, with the ability to also be extremely effective independently.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment.
- Proactive thinker, who actively seeks opportunities and proposes solutions.
- Ability to anticipate or recognize problems and refer them immediately to the right person for resolution.
- Ability to work in teams and manage timelines and projects.
- Good problem-solving and research skills.
- Ability to take notes and draft minutes correctly and timely.
- Knowledge of basic supervisory principles and practices.
QUALIFICATIONS AND EXPERIENCE:
- Minimum of at least 5 years' experience providing administrative support to C-Level Executives, and/or Board of Directors, preferably in a non-profit organization.
- College degree is a plus
- Additional relevant experience beyond the minimum may be substituted for the degree on a year-for-year basis (e.g. one year's experience equals one year of college).
- Proficient in Microsoft Office (Outlook, Word, Excel, and PowerPoint, etc.).
- Knowledge of Zoom, a Board Platform would be a plus, Adobe Acrobat, and social media.
- Ability to draft meeting minutes in an accurate and timely manner.
- Excellent written and oral communication skills