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Our client is seeking an Executive Assistant to support their foundation’s Executive Director, serving as a trusted administrative partner. This role is responsible for ensuring the efficient operation of the Executive Director’s office, supporting organizational leadership, managing daily office operations, and providing project coordination across internal and external partners. Must be highly organized, proactive, discreet, and able to manage multiple priorities in a fast-paced environment.
Principal Duties and Responsibilities:
Executive & Administrative Support
- Manage the Executive Director’s calendar, contacts, and scheduling, ensuring priorities are effectively aligned.
- Serve as gatekeeper for the Executive Director’s time, coordinating meetings and appointments and ensuring they occur as scheduled. Manage multiple time zones and global settings, ensuring effective coordination across diverse locations
- Managed business communications with complete confidentiality and professionalism.
- Plan and coordinate domestic and international travel, including bookings and itineraries.
- Attend or accompany the Executive Director to meetings as needed and prepare meeting notes and follow-up items.
- Compile, submit, and track expense reports and out-of-pocket reimbursements.
- Maintain and organize electronic and hard-copy filing systems, including scanning, copying, and document management.
- Prepare conference rooms and meeting spaces, including in-person and virtual meeting technology.
- Liaise with IT Consultants to coordinate technical support or provide direct support when appropriate.
Office Management & Operations
- Support the daily operations of the office, ensuring a professional and well-functioning work environment.
- Manage office supplies, beverages, coffee, snacks, and related inventory.
- Organize internal and external gatherings.
- Coordinate building access for external guests and visitors and maintain building access registry.
- Receive and distribute mail and deliveries as needed.
- Coordinate with building management and maintenance regarding office issues and updates.
- Manage security and building access cards for new staff.
Project Management & Organizational Support
- Ensure project meetings are well-organized, and action items are tracked and addressed.
- Provide logistical and onsite support for meetings, major organizational events and special projects.
- Coordinate SASF Board of Directors meetings, including meeting scheduling, preparation of board materials, collection and compiling of board decks from project partners.
Key Competencies and Key Performance Indicators (KPIs)
- In-person presence at NY Office for a minimum of three days per week, although more in-person engagement may be required during peak times.
- Ability to monitor emails and work nights and weekends for events, cross-border engagement, managing meeting scheduling and outreach.
- Timely responsiveness for inquiries from/to Executive Director.
- Possess executive presence, superior customer relations and cultural competency skills.
- Leadership, independence and collaboration skills with an entrepreneurial mindset.
- Strong adaptability and decisiveness in a fast-paced, ever-changing environment.
Knowledge, Skills, and Experience
- Minimum of 8+ years Executive Assistant experience.
- Exceptional organizational and time-management skills with strong attention to detail.
- Ability to manage confidential information with discretion and professionalism.
- Strong written and verbal communication skills.
- Proficiency with office technology, virtual meeting platforms, and document management systems.
- Ability to prioritize, adapt, and pivot quickly in a fast-paced, dynamic environment.
- Collaborative mindset with the ability to work independently and across teams.
- Proficiency with the Microsoft Office Suite.
