Executive Assistant to Executive Director | Mostly Remote | Non-Profit Research Organization
Our client is looking for an Executive Assistant to the Executive Director
Our client is a non-profit research organization and they are looking for an experienced EA, preferably with experience supporting a non-profit executive. This role would report to the ED, but also work closely with the COO. This role will also be acting as a board liaison, and managing projects on the ED's behalf — so looking for someone who is comfortable doing more than scheduling and office tasks.
We are assisting them in searching for and screening possible candidates for this role. If selected, you would be a direct hire employee of our client.
Job Description
Administrative Project Management for Executive Director
● Provides day-to-day support and manages logistics for the Executive Director (ED)
● Provides a daily run-of-show for ED, including informational materials and technology needs for anticipated meetings.
● Responsible for taking accurate notes and follow-up from meetings and events, including communicating with staff and consultants and accurately tracking through to delivery and closure of tasks and action items to ensure projects are on schedule and commitments are met;
● Acts as a point of contact between the ED, key community members, and staff;
● Arranges travel and meetings by developing itineraries and agendas, arranging lodging and meeting accommodations, and booking transportation;
● Manages the ED’s credit card report and expense reimbursement submissions, reconciliations, and approvals in an accurate and timely manner.
Board Liaison and Management
● Manages scheduling, planning, and materials development for the board meetings;
● Acts as a visible point of contact for members of the Board of Directors (BoD);
● Maintains board records and folders scrupulously, tracking board terms according to our bylaws and ensuring that renewals and transitions happen according to legal terms, and appropriately documenting board decisions and ensuring follow-up;
● Manages recruitment and onboarding process for new BoD and advisory board members, as needed;
● Manages BoD training, as needed;
● Supports the BoD President/chair or board committees administratively, as needed;
Senior Leadership Team Support
● Provides administrative support for the Senior Leadership Team (SLT) to assist in coordinating meetings, agenda setting, folder management, meeting minutes, and team communications;
● Accountable for maintaining SLT meeting notes and records scrupulously, as well as communicating and managing follow up actions;
● Supports ED and Senior Leadership Team in internal communications and staff participation around SLT matters;
● Completes projects and special assignments as needed by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem-solving, and making adjustments to plans.
Organizational Participation
● Actively participates in programs and professional development opportunities that work to ensuring we continue our commitment to being an anti-racist and anti-discrimination organization;
● Attends all-organization activities such as staff meetings, retreats, town halls, listening sessions, workshops, and trainings; and
● Contributes to advancing culture and equity through participation in ad-hoc or ongoing working groups, reading groups, and other activities as other responsibilities allow.
SKILLS AND QUALIFICATIONS
● 5+ years of administrative experience and board liaison experience preferred;
● 3-5+ years of experience in nonprofit or adjacent organization preferred;
● Excellent written communication skills;
● Strong technical skills including comfort with Google Suite and Slack;
● Experience with multi-time-zone scheduling meeting logistics;
● Strong organizational skills that reflect the ability to prioritize and deliver on multiple tasks seamlessly with excellent attention to detail;
● Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate a high level of support capacity and response;
● Emotional maturity and strong interpersonal skills;
● Project management skills;
● Experienced team player with a demonstrated ability to work across teams effectively.
Technology: Google Suite, MS Office (less), Slack, Zoom
Salary is $70,000-$80,000 per year, commensurate with experience, and they have great benefits.
DETAILS AT A GLANCE
JOB TITLE: Executive Assistant
HOURS: Full Time hours, 9am -5pm : Monday-Friday. Likely to be overtime and some evenings and occasional weekends
LOCATION: Mostly remote role, the individual must be based in NYC or NJ and be flexible and willing to travel/be in person when necessary. They will provide a laptop.
SALARY: $70,000-$80,000, commensurate with experience. Excellent benefits.
START DATE: ASAP - would like to start someone before the end of 2023 or by early 2024.
APPLICATION DEADLINE: ASAP
HOW TO APPLY: Click on the apply button to send your resume to TSS. Please make sure to reference the job title. Or, if you are already registered with us, just send over an email.
This role is a FULL TIME position sourced through TSS. You would be employed and paid by the client company but we would represent you up until the offer stage.