job description - Executive Assistant
- The Executive Assistant provides administrative support in a variety of functions to the Chief Executive Officer, other members of the Executive Team, and the Board Liaison to increase the efficiency of the Office of the President.
- Coordinates all staff meetings and webinar preparations to include agenda, invites, room set up, interpretation, and technology needs including electronic conferencing tools.
- Coordinates high level projects, domestic and international travel arrangements, and meetings to include in person and virtual Board meeting hotel and event needs (meals, meeting space, transportation, etc.)
- Supports the CEO including scheduling, travel arrangements, expense reports, and technology assistance
- Responds to or routes priority or confidential inquiries from external or internal sources with correspondence or other messaging on behalf of the executives
- Summarizes, prioritizes, and researches information into a concise and usable format for the executives to review
- Creates or directs creation of reports, budgets, and contract processing materials for executives
- Coordinates the production of the board books for in-person meetings
- May be required to work beyond routine office hours during board meetings
- May plan and schedule work and direct other staff to deliver support
- Has a broad knowledge and understanding of the organization’s operations and objectives
- Contributes to moderately complex aspects of projects
- Can work independently or collaboratively
- Other duties as assigned
Minimum Requirements
- An Associate’s Degree or equivalent and 2-4 years of relevant work experience
- Expert level in Zoom, Microsoft Teams, PowerPoint, Outlook, and calendar management
- Ability to work remotely between core hours of 10:00am to 3:00 pm Eastern Standard Time and available for other tasks in Eastern time with other work hours at the discretion of the employee.
- Support experience at the team level
- Excellent verbal and written communication skills in English
- Ability to professionally and confidentially interface with all levels of management
Preferred Requirements
- A Bachelor’s Degree and 4 years of direct experience supporting a Director, Executive and/or Board
- Experience with Sharepoint and Workday
- Prior experience working in an international NGO
- Ability to speak French, Spanish, and/or Portuguese.
Preferred Skills:
- Positive disposition, professional demeanor, exercises good judgment and discretion
- Strong attention to detail, accuracy, quality and follow-up
- Good listener and strong problem-solver
- Strong verbal and written communications
- Shows initiative and is self-directed and motivated
- Works well with general direction and with very limited supervision
- Anticipates and responds to needs of executives supported
- Prioritizes tasks and handles many concurrent assignments
- Sensitive to time and budget constraints
- Strong interpersonal and relationship-building skills
- Resourceful, collaborative, team player
- Cultural and ethnic sensitivity and ability to work effectively with a diverse, international workforce
- Familiarity with Ipas mission
- Comfort in asking questions
Competencies:
- Time Management and Workload Prioritization
- Schedule and project coordination
- Comfort around executives and board members
- Integrity and Trust
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