The executive assistant provides front-line communications support for the Chief Financial Officer and the Business Office by responding to e-mails, mail, and phone calls ensuring prompt responses with an incredible amount of judgment, confidentiality, and discretion. In addition to the regularly executed tasks above, the Executive Assistant will support the Chief of Staff with various project tasks to ensure goals and implementation are met.
What You’ll Do – Accountabilities
Make sound decisions: This individual is able to gather relevant information, consider various options, and make choices that are in line with their current responsibilities and the team’s goals. Manage work & teams: This individual focuses on managing their own work effectively. They develop skills in time management, task prioritization, and self-organization, ensuring that they meet their personal objectives and contribute effectively to their teams. Grow Self & Others: This individual actively seeks feedback, embraces challenges as learning opportunities, and engages in professional development activities to enhance their own skills and performance. Trust & Psychological Safety: This individual focuses on awareness of their own emotional states and biases. They practice transparency and honesty in their interactions, contributing positively to team morale and trust. Communicate Deliberately : This individual can express ideas clearly and listen actively. They practice direct communication in their daily interactions and can adjust message based on immediate feedback and audience understanding with support.
What You’ll Bring – Knowledge & Skills
Financial matters for the Office of the Chief Financial Officer are managed with integrity, excellence, and diligence Understand the Chief Financial Officer voice to draft correspondence, presentations, and manage front-line communications Ensure the email inbox of Chief Financial Officer is categorized and organized and all emails receive appropriate timely response Manage various team meeting logistics and take notes. Disseminate meeting notes and next steps and follow up on all agreed-to commitments and hold Business Office members accountable to do the same Manage the Chief Financial Officer calendar by assisting with travel arrangements including flights, hotel, and car rentals and ensuring all meeting requests are reviewed and calendared Support the Chief of Staff’s key initiatives, projects, and events through timely task completion Provide excellent and timely internal and external customer service on behalf of the Chief Financial Officer Review signature requests, including but not limited to board items, authorizer correspondence/submissions, and contracts, through a vetting process to ensure validity of request and that it is completed promptly. Additional Skills
Emotional maturity Demonstrated ability to handle confidential information with discretion Excellent oral, written, and presentation skills Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to details Well-rounded interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors Strong computer literacy that includes an understanding of Microsoft Office Suite (i.e., Word, Excel, PowerPoint) Highly resourceful, problem-solving team-player and strong individual executor Required Education & Experience
3-5 years related experience of successful experience supporting executives in a fast-paced, quickly changing, and highly ambiguous environment
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