Executive Assistant

Job Description

Job Description

Summary:
The Assistant reporting to the Senior Vice President, Equitable Justice & Strategic Initiatives. The Assistant will be responsible for creating outreach and advocacy contact lists, managing travel, and overseeing scheduling for the Equitable Justice & Strategic Initiatives department. They should be an efficient, results-oriented, analytical administrator who can support executive staff members. The Assistant must also be a consummate detail oriented who works well in a team environment and is willing to pitch in where and when necessary to support the mission and goals of the department. The Assistant exercises judgment, sensitivity, and discretion in the execution of assigned responsibilities.

Essential Functions:

• Maintain, manage, and coordinate executive meetings and travel calendars utilizing Microsoft Outlook.
• Make transportation and accommodation arrangements and coordinate all other meeting-related logistics.
• Screen calls, take messages, respond to inquiries, assist in prioritizing call returns, and redirect calls to other staff members as appropriate.
• Support all written communications by drafting correspondence for and coordinating follow-up.
• Exercise judgment, sensitivity, and discretion in the execution of assigned responsibilities.
• Generate detailed expense reports.
• Conduct all other activities required to ensure successful daily operations and highly effective management of the Strategic Initiatives department.
• Manage the contract process for the Equitable Justice division.
• Arrange departmental functions and keep notes of follow-up items from meetings.

Education:

• Bachelor’s degree in business administration or related field or an acceptable combination of experience and training.

Experience:

• Experience working with fast-paced senior-level executives or principals.
• At least three years of experience providing administrative or project management support.
• Experience working with multiple managers or supervisors.
• Experience in finance, accounting, or bookkeeping preferred.

Skills & Knowledge:

• Strong written and verbal communication skills.
• Proficiency in meeting platforms (Teams and Zoom)
• Strong time management skills.
• Must be organized and detail oriented.
• Expert-level skills with Microsoft Excel, PowerPoint, and Word.
• Must have strong interpersonal skills and be able to handle sensitive and confidential information.
• Must demonstrate poise, tact, and diplomacy.
• Must be able to interact and communicate with individuals at all levels of the organization.
• Must have advanced knowledge of Outlook.
• Must be able to work in a fast-paced environment with demonstrated ability to handle multiple tasks simultaneously.
• Ability to travel 10%-15%
• Position is Hybrid

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.Calendar Management, Expense Reporting, Microsoft PowerPoint