This position provides support to the Chief Development and Operating Officer (CDOO) who is a member of the Executive Team which sets overall strategy and direction for AIUSA.
The CDOO manages the Development, Finance and Administration departments. The Development department raises $40 million for AIUSA’s program and operating budget, the Finance and Administration departments lead the organization’s finance, human resources, IT and facilities functions. The CDOO works closely with the Board of Directors in areas of responsibility.
The Executive Assistant works directly with the CDOO to develop systems to support the work of the departments. This includes basic administrative support, help with ongoing operational issues, and special projects. The Assistant provides support to the CDOO to ensure they are informed of relevant issues and important developments. This position handles confidential and sensitive matters.
- Coordination: Works with the CDOO on day-to-day issues and special projects to support the work of the departments. Supports the CDOO in creating processes and systems to support collaboration in the departments and across the organization. Provides logistical support for key department meetings and retreats. Works with the CDOO to coordinate the departmental planning processes in conjunction with relevant stakeholders. Participates, as needed, on key interdepartmental teams. Manages the CDOO’s calendar.
- Team building: Ensures that all staff feel included within the departments regardless of role and location. Monitors team dynamics and creates team building activities designed to improve team morale and cohesion.
- Communication: Creates and implements effective systems for communication across the departments, ensuring that all staff have all the information to do their jobs effectively and that we have good information management systems that staff use regularly.
- Department Reporting: Coordinates department calendar of events, activities, and meetings; tracks and manages data for purposes of reporting and analysis; coordinates compilation of departmental Board reports on behalf of the CDOO. Maintains a dashboard of key performance indicators monitoring the performance of the departments towards their objectives.
- Financial: Assists CDOO in monitoring department expenses and budget; processes invoices and expenditure approvals for payment.
- Diversity, Equity and Inclusion: Works with the CDOO, DEI Director and the DEI Change team to help coordinate workshops within each department to help advance the culture of the departments to address historical inequities. Works to create an internal culture that is more equitable and inclusive for all regardless of their individual and group identities.
- Other: Other duties as assigned.
- Two years of relevant work experience
- Project management and coordination experience
- Office/administrative experience, including monitoring/maintaining budgets
- Experience working with sensitive or confidential content
- Experience working with employees at all levels
Skills or Related Knowledge
- Excellent writing, proofreading and editing skills
- Organizational and project management skills
- Ability to lead projects and lead teams of others in project work
- Ability to manage multiple projects effectively, and to manage own workload to meet deadlines
- Strong communication skills and the ability to communicate with staff at all levels
- Positive attitude with ability to take initiative
- Ability to keep information confidential
- Ability to think broadly while managing details
- Commitment to making the workplace more diverse, equitable and inclusive for all
- Proficiency with Microsoft Office including Outlook, Excel, Word, and PowerPoint required