The Executive Assistant to the Chief of Staff (COS) plays a pivotal role in supporting high-level meetings and high priority initiatives. The EA serves as the “right hand” to the COS, helping coordinate and facilitate all daily activities so that key executive matters and critical initiatives function efficiently and smoothly, and the needs and concerns of staff are handled swiftly and sensitively. These responsibilities require a high level of discretion and independent problem-solving, as well as a strong grasp of strategic aspects of priority-setting and communication.
Provides day-to-day administrative and project management support to the COS.
Specific responsibilities include:
- Executive Assistant
- Maintaining the calendar and daily schedule of the COS.
- Scheduling and staffing meetings (booking meeting rooms, coordinating technology needs, managing room set up/arrangement, ordering food if needed, etc.).
- Coordinating and distributing agenda for weekly and monthly leadership meetings (executive and department head), as well as ad hoc meetings of importance.
- Supporting organization and planning of town hall meetings (with COS and HR).
- Supporting design and production of presentation materials and documents for COS.
- Managing organization-wide digital calendar.
- Scheduling travel.
- Responding to inquiries and outreach from staff.
- Drafting/editing/proofing communications for COS.
- Supporting the development of select communications for the executive and the board (as needed).
- Processing expense receipts, filing reports.
- Ordering department supplies/serving as office manager.
- Project Support
- Supporting organization-wide initiative to strengthen the Foundation’s culture and core values, including through the following:
- Coordinating agenda for weekly culture project team meetings.
- Helping plan and run major meetings and off-site retreats for department heads and other staff groups.
- Managing all-staff communications around the culture initiative to ensure consistent messaging/branding.
- Helping coordinate activities of five “culture action teams.”
- Other special projects, as assigned.
- Supporting organization-wide initiative to strengthen the Foundation’s culture and core values, including through the following:
- 3-5 years’ executive support experience.
- Advanced skills with Microsoft Office Professional software, especially PowerPoint, Word, and Excel.
Required Skills/Characteristics
- Able to maintain highly confidential information.
- Well-organized with strong attention to detail.
- Capacity to multi-task, prioritize work load, and effectively manage time, in a fast-paced work environment.
- Demonstrate professional and effective verbal and written communication skills.
- Strong project management and organizational skills with a “problem solving” orientation.
- Flexible, responsive, proactive self-starter.
- Must be poised, considerate and responsible with a positive outlook.
- Collaborative team player.
REPORTING RELATIONSHIPS
Position reports to the COS, works closely with the executive office and Foundation leaders and staff.
WORKING CONDITIONS
- Normal office environment with little exposure to excessive noise, dust and temperature.
- No heavy lifting required.
- Minimal travel (e.g., 2x/yr.) to conferences and meetings, as necessary.