The Executive Assistant to the Chief of Staff (COS) plays a pivotal role in supporting high-level meetings and high priority initiatives managed by the COS. 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 the strategic aspects of priority-setting and communication.
Areas of Responsibility:
Provides day-to-day administrative and project management support to the COS, including:
Administrative Support
- 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, taking meeting notes as needed, etc.).
- Coordinating and distributing agenda for weekly and monthly leadership meetings, as well as ad hoc meetings of importance.
- Supporting organization and planning of organization-wide town hall meetings (with COS and HR).
- Supporting creation, design and production of presentation materials and documents for COS.
- Managing and maintaining organization-wide digital calendar.
- Scheduling travel.
- Responding to inquiries and outreach from staff on behalf of COS.
- Drafting/editing/proofing communications for COS.
- Supporting the development of select communications for the executive office and the Board of Trustees (as needed).
- Processing expense reports for COS.
- Ordering department supplies.
Project Support
- Supporting key organization-wide initiatives led by the COS, including through the following:
- Coordinating agenda for weekly project team meetings.
- Helping plan and run major meetings and off-site retreats for organization’s leadership team and other staff groups.
- Managing all-staff communications around the initiatives to ensure consistent messaging/branding.
- Coordinating with members of cross-department working groups to ensure all parties are on track with project goals and timelines.
- Other special projects, as assigned.
Educational Background:
Bachelor’s degree required.
Skills/Experience:
- 3-5 years’ experience supporting senior executives.
- Advanced skills with Microsoft Office Professional software, especially PowerPoint, Outlook, Word, and Excel.
- Well-organized with strong attention to detail and accuracy at all times. Able to own tasks to completion with little direction.
- Capacity to multi-task, prioritize workload, and effectively manage time, in a fast-paced work environment.
- Excellent interpersonal and communication skills; customer service focus.
- Superior writing skills with the ability to write, edit, and manage correspondence at executive levels.
- Strong project management and organizational skills with a collaborative, solutions-focused orientation.
- Trustworthy with sound judgement; Able to maintain highly confidential information with discretion.
- Flexible, team player who is proactive and doesn’t get frustrated by shifting priorities.
Job Function:
Organization Info
Listing Stats
Post Date:
Sep 16 2018
Active Until:
Oct 16 2018
Hiring Organization:
Cystic Fibrosis Foundation
industry:
Nonprofit