EXECUTIVE ASSISTANT TO THE CEO

Job Summary



Handles scheduling, logistics, correspondence, creation and coordination of meeting and event materials, and various special projects for the President & CEO. Helps manage the relationship between all divisions and the President & CEO regarding meetings, events, travel, and correspondence. Coordinates the annual budget for the Executive Office. Supports the President & CEO's day-to-day needs, acting as liaison with internal and external audiences, including members of the Board, donors to the institution, important partners, and other key stakeholders. This position requires a can-do attitude, ability to effectively and independently coordinate a high volume of competing priorities, and professional demeanor under pressure.



Duties





  • Handles scheduling and helps with long-range planning for the President & CEO, including coordinating and helping vet strategy/dates for fundraising visits, speaking opportunities and other meetings and appearances that will further the National Trust's key messages and gain maximum exposure for the President & CEO.


  • Determines and coordinates the creation of briefings and materials needed for travel events and in-town meetings, provides substantive review for content and messaging, edits or returns for revision, and compiles all materials for the President & CEO.


  • Ensures appropriate, accurate and timely responses to a range of high-level correspondence on behalf of the President & CEO, including analyzing incoming mail for issues and delegating to appropriate staff for response, as well as generating content on the President & CEO's behalf. Trouble-shoots and problem solves as needed. Drafts routine correspondence for review and approval by President & CEO.


  • Collaborates with Chief Development Officer and other key Development staff by contributing ideas and perspectives and managing around timing for donor visits, solicitations and cultivation actions for the President & CEO's assigned donors.


  • Drawing on close interaction with the President & CEO and knowledge of her/his goals, schedule and communications strategy, independently contributes suggestions to Development staff on "touches" with donors and follows up with scheduling, as well as sending (and at times generating content for) communications on the President's behalf as needed.


  • Helps manage the relationship between all divisions regarding requests of the President & CEO's time and other special projects. Determines how matters needing the President & CEO's attention will be addressed when s/he is absent.


  • Coordinates the annual budget for the Executive Office, including drafting initial budget for review by the President & CEO. Handles invoices, expense requests, and reconciliation of credit card charges. Analyzes monthly financial reports, addressing concerns and resolving discrepancies.


  • Coordinates all administrative duties for the President & CEO and provides support on various special projects.


  • Handles other duties as assigned.




Requirements



  • At least three years of professional-level experience, particularly in a matrixed and geographically dispersed non-profit, including experience supporting a senior executive. Preference for experience in a non-profit fundraising setting.


  • Experience managing large or complex projects for senior executives and building relationships with staff and stakeholders. Demonstrated success collaborating across divisions including 150+ full-time staff.


  • Excellent writing, spelling, grammar, and proofreading skills, as well as strong verbal communication and customer service skills. Strong organizational skills. Excellent attention to detail.


  • Must be highly motivated, comfortable working in a team setting, and a conscientious self-starter with strong time management and organizational skills, and excellent attention to detail.


  • Intermediate organizational, analytical and problem-solving skills, including issue identification and prioritization.


  • Intermediate project-management skills, including project budgeting and planning. Ability to achieve results with general supervision.


  • Experience successfully interacting with key stakeholders and relationships. Proven ability to collaborate across departments to and achieve results. Track record of building and maintaining productive relationships with multiple stakeholders. Public contact and ability to work successfully in close proximity to others required.


  • Demonstrated success in engaging with a culturally diverse organization and stakeholders. Bilingual language skills (especially English/Spanish) a plus.


  • Ability to prioritize, multi-task efficiently and respond to a high volume of ongoing requests in a timely fashion. Ability to adapt and be flexible in a dynamic work environment. Ability to work effectively with frequent interruptions required. Able to handle frequently changing and/or unscheduled tasks with accuracy.


  • Entrepreneurial spirit and skill set a plus.


  • Proven ability to continually develop skills related to use of rapidly changing technology and communications best practices.


  • Demonstrated competence on Microsoft Office, specifically, Word, Excel, and Power Point and using MS Outlook for extensive high-level scheduling and calendar management.


  • Regular and reliable attendance required.


  • Bachelor's degree (or equivalent years of experience) required, with preference for a cultural and/or preservation background.



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    BA/BS/Undergraduate




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    Executive Assistant To The Ceo Located At Dc, Washington - Job Post By: National Trust For Historic Preservation






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