Executive Assistant to Executive Director

ABOUT WRISE

Women of Renewable Industries and Sustainable Energy (WRISE) is a mission-focused and results-driven non-profit organization working to accelerate the transition to a sustainable and equitable energy future by igniting the collective power of community to address/remove systemic barriers for women and marginalized groups within the workplace.

POSITION SUMMARY

The Executive Assistant to the Executive Director at WRISE will be responsible for providing strategic, research and administrative support to ensure the efficient operation of the Executive Director’s office. This role requires exceptional attention to detail, a high level of confidentiality, and the ability to work in a fast-paced environment. The ideal candidate will be a proactive problem-solver with excellent research, data analysis, presentation and communication skills, a strong ability to manage multiple tasks, and a knack for project management..

RESPONSIBILITIES

• Strategic Research & Analysis: Conduct thorough research on industry trends, competitor and partner activities, thought leadership, and best practices—especially in Diversity, Equity, Inclusion, and Justice (DEIJ)—to provide insights that support strategic decision-making.Assist the Executive Director in planning, developing, and executing key strategic initiatives, ensuring alignment with organizational goals and objectives.
• Data Tracking & Reporting: Monitor and report on the organization’s progress toward strategic goals and objectives, ensuring timely and accurate data collection. Analyze data related to strategic initiatives and prepare comprehensive reports for the Executive Director. Track key performance indicators (KPIs) and provide actionable insights to support continuous improvement and informed decision-making.
• Project Management & Execution: Support the planning and execution of special projects assigned by the Executive Director, ensuring project timelines, deliverables, and outcomes are met. Work closely with team members across departments to ensure projects are aligned with strategic objectives and foster effective communication throughout the process.
• Grant Research & Identification: Research and identify potential grant opportunities, including documentation requirements, and maintain a timeline of application deadlines. Collaborate with grant writing experts to support the application process, ensuring all necessary documentation is gathered and submitted on time. Summarize research findings and provide recommendations to assist in informed decision-making regarding grant opportunities.
• Donor Relations & Fundraising Support: Develop and implement personalized donor engagement strategies, including creating welcome kits for new donors and drafting heartfelt thank-you letters to express gratitude and strengthen relationships. Collaborate with the fundraising team to enhance donor communication and ensure a positive experience throughout the giving journey.
• Communication Liaison: Act as the primary point of contact for internal and external communications on behalf of the Executive Director, ensuring timely and professional responses. Draft, proofread, and edit correspondence, presentations, and reports with precision, maintaining a high level of accuracy and confidentiality. Oversee the approval process for documents and secure signatures as needed, ensuring efficient handling of important materials.
• Confidential Information Management: Handle all sensitive information with the highest level of discretion and confidentiality, safeguarding the privacy of both the Executive Director and the organization at all times.
• Proactive Problem-Solving: Anticipate and address issues efficiently to ensure the smooth operation of the Executive Director’s office, resolving challenges before they escalate.
• Administrative Task: Manage the Executive Director’s calendar, including scheduling meetings, appointments, and travel arrangements, while ensuring priorities are maintained and conflicts are efficiently resolved. Organize and prepare for meetings by gathering materials, setting up rooms, recording minutes when necessary, and following up on action items to ensure completion. Coordinate complex travel itineraries, including booking flights, hotels, ground transportation, and preparing travel documents. Adjust plans as needed to accommodate changes, and develop itineraries aligned with organizational priorities. Prepare and submit accurate expense reports on behalf of the Executive Director, ensuring adherence to organizational policies. Build and maintain strong relationships with internal and external stakeholders, fostering positive and effective communication.

PERSON SPECIFICATION

• Passionate alignment with WRISE's mission and a strong demonstration of its core values.
• Thrives in a fast-paced and results-oriented environment, embracing the opportunity to make a tangible impact.
• Adaptable and flexible, capable of seamlessly adjusting to changing priorities and effectively managing multiple tasks.
• High energy, enthusiasm, and a can-do attitude that inspires others and fosters a positive work atmosphere.
• Confident in managing, decision-making, and challenging conventional assumptions while respecting diverse viewpoints.
• Possesses a high level of emotional intelligence, demonstrating self-awareness, effective emotion management, and adept relationship-building skills.
• Personal qualities of integrity, credibility, organization, and discipline that underpin your work ethic and approach.

QUALIFICATIONS

• Experience: Minimum of 5 years of experience as an Executive Assistant, preferably in a non-profit or similar environment. Experience with grant research and management is a strong plus
• Exceptional organizational and multitasking skill
• Strong written and verbal communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software
• Ability to work independently and make sound decisions
• Strong problem-solving skills and attention to detail
• Ability to handle confidential information with discretion
• Research skills, particularly in identifying and tracking grant opportunities
• Education: A Bachelor's degree (BSc/BA) in a relevant field is required, and a Master's degree (MSc/MA) is considered a plus, showcasing your commitment to ongoing learning and professional growth.