Executive Assistant

ESSENTIAL FUNCTIONS:

• Supports Executive Director, Deputy Director and Director of Litigation and Policy in all day to day activities including routine and advanced administrative tasks;
• Support the Board of Directors and its committees, including coordinating meetings of the Board of Directors and its committees, maintaining board documentation, keeping minutes of meetings, preparing agendas, and preparing and distributing board packets;
• Provides high-level administrative support to the Executive Director, in addition to coordinating and completing special projects and assignments;
• Ensure administrative office operates effectively and efficiently, and is well organized;
• Serves as a liaison between the Executive Director and senior-level management staff, members of the Board Directors, donors, and volunteers;
• Maintains quality filing and communications systems including electronic document management and archiving;
• Manage documents requiring signatures and authorizations;
• Manages domestic travel arrangements for staff;
• Draft and design general correspondences, memos, charts, tables, graphs, agendas and minutes. Proofread copy for spelling, grammar, and layout, making appropriate changes;
• Work on complex assignments where independent action and a high degree of initiative are required;
• Screens incoming correspondence in a wide range of areas requiring a thorough knowledge of procedures and policies of the Foundation;
• Exercises diplomacy, independent judgment and initiative in screening incoming calls;
• Coordinates meeting and retreat logistics, and prepares agendas; and
• Maintains confidential and administrative files.

QUALIFICATIONS:

• A bachelor’s degree, and a minimum of 2 years of experience directly supporting a senior executive;
• Proven project management and project delivery experience;
• Ability to manage, anticipate, coordinate and facilitate activities with colleagues;
• Ability to handle sensitive and confidential situations with diplomacy;
• Demonstrated ability to manage multiple tasks and complex logistics in a high pressure

environment;

• Must have excellent inter-personal skills including verbal & written communication skills;
• Excellent organizational skills and attention to detail;
• Highly experienced in electronic communications;
• Strong work ethic/self-motivated multi-tasker with excellent organizational, verbal, and writing skills;
• Excellent computer skills in Microsoft office suite (Word, Excel, PowerPoint, Outlook);
• Must be able to exercise independent judgment and initiative;
• Must act in a confidential capacity with discretion and professionalism;
• Must be able to create reports, handle correspondence and compose letters independently or from oral or written instructions;
• Must be able to work evenings, and weekends as required; and
• Must have the ability to travel.

SUCCESS FACTORS:

• Ability to juggle and prioritize multiple, competing tasks and demands and know when to seek supervisory assistance;
• Ability to serve as a gatekeeper for the Executive Director, limiting distractions and handling routine requests;
• High level of professionalism, diplomacy, and sound judgment;
• Maintain strict confidentiality on highly sensitive matters;
• Team oriented;
• Proactive and works well independently;
• Excellent communication skills; and
• Committed to the principal of equal justice.