EXECUTIVE ASSISTANT

Job Description:

We are seeking an Executive Assistant (EA) to perform various administrative tasks and support the Foundation’s President and Vice President of Programs. The Executive Assistant’s responsibilities include managing calendars and making travel arrangements. Expense management is a crucial financial responsibility of the EA. Tracking and managing the executive’s expenses involves meticulous record-keeping, ensuring that expenditures align with budgetary constraints and company policies. EA must prepare accurate and detailed expense reports, offering transparency and accountability. Moreover, to be successful in this role, you should be well-organized, have great time management skills, and be able to act without guidance. Ultimately, you will contribute to the foundation's efficiency by providing personalized and timely support to staff.

Job Responsibilities:

• • Manage the professional and complex scheduling and calendars of the President and Vice President (including travel logistics, including accommodations, transportation, and meals).
  • Monitor and manage executive expenses, ensuring timely submission of expense reports and adherence to company policies and budgets.
  • Reconcile monthly expense statements, coordinating with accounting to resolve discrepancies and ensure accurate financial tracking.
  • Provide administrative and office support, such as typing, dictation, spreadsheet creation, faxing, and maintenance of filing system and contacts database.
  • Maintain professionalism and strict confidentiality with all materials.
  • Organize team communications and plan events, both internal and off-site
  • Provide friendly, professional, and helpful assistance to all visitors.
  • Monitor access to the building.
  • Answer and route incoming calls.
  • Provide information to call-in inquiries related to the Foundation.

Qualifications

• Bachelor’s degree preferred.
• Three to five years prior experience supporting a senior executive or team.
• Excellent computer skills, including the Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel)
• Exceptional writing, editing, and proofreading skills
• Excellent organization and time-management skills
• Must be discreet, independent, and service-focused.
• Ability to interact with staff (at all levels) in a diverse, high-pressure, fast-paced environment, exhibiting flexibility.