Executive Coordinator
- Pay Rate - $40-$45/hour
- Three month assignment
- Manage the SVP’s schedule by taking in requests for meetings, compiling the requests for the SVP’s review and decision-making, and following up reliably and promptly with meticulous care and detail.
- Anticipate and forecast potential scheduling needs, including calendaring time to ensure the SVP’s schedule reflects the short-, medium- and long-term priorities of the organization.
- Coordinate and book SVP’s travel, including confirming travel itineraries within Concur (FTF’s expense system) and creating and documenting travel plans and confirming day-of travel details.
- Coordinate daily with external vendors to ensure seamless travel.
- Correspond and coordinate with the SVP so both parties are well-informed of commitments and changes to the SVP’s schedule and manage revisions or cancellations and rescheduling as needed, including providing daily and weekly digests to communicate commitments and itineraries.
- Collaborate with the SVP to review and improve scheduling and coordination processes, adapting practices as needed to meet the needs of the SVP, FTF team, and external audiences.
- Correspond with people requesting meetings in ways that communicate respect, care, and discretion to ensure SVP’s time is strategically aligned with the organization’s priorities.
- Communicate last minute cancellations or changes to others, as needed.
- Coordinate with other members of the team to respectfully hand-off meeting requests where appropriate; and
- Travel, as needed, to support the SVP for key meetings and events.
- Ensure smooth logistical coordination for meetings by reserving and setting up virtual or physical meeting space; coordinating and booking travel; sending invitations, agendas and materials to appropriate people; and compiling advanced background material.
- Receive and direct visitors for meetings involving the SVP.
- Coordinate with the Office Management team about rooms, food, and early or late set up; and
- Order food for meetings as needed, coordinating delivery with the building, vendor, and Office Management team.
- Manage and reconcile SVP’s expenses.
- Attend meetings to record minutes, document follow up items, and circulate meeting summaries to appropriate parties, as needed.
- Assist with the design and preparation of documents, reports, and presentations, as needed.
- Maintain filing upkeep; and
- Assist with special projects.
- Build relationships with team members and external constituencies who are in regular contact with the SVP to support effective coordination and access.
- Maintain open communication with the team, providing a bridge to foresee, identify, or address any issues that should be raised for consideration by the SVP.
- Provide backup support to other Executive Coordinators and reception, as needed; and
- Communicate thoughtfully and respectfully to internal and external audiences, holding care and confidentiality, exercising judgement, and maintaining credibility and trust.
- Perform other related duties as requested or as responsibilities dictate.
- Minimum of five years of experience as an Executive Assistant, with significant experience working with a high-profile leader.
- Exceptional judgement, ability to hold and keep confidential information, and ensure complete discretion.
- Meticulous organizational and tracking skills and attention to detail for self and others.
- A "no task too small" mindset, with humility, initiative, and a collaborative spirit.
- Helpful and willing to pitch in as needs arise.
- Ability to thrive in ambiguity and pivot gracefully between different teams or projects.
- Excellent written and verbal communication skills.
- Proficiency in Google Workspace and comfort with digital tools (e.g. Canva, Visio).
- A curious, proactive learner who brings positivity and resilience to changing circumstances.
- A strong alignment with the foundation’s mission and values.
- Enthusiasm to build a culture that is rooted in shared values, supports staff to bring their best selves to the work, and enables the foundation to achieve its highest aspirations.
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