The Executive Assistant (EA) provides executive level support to the CEO, is a critical member of the CEO office team, and is responsible for the CEO’s long-term planning, calendar management, trips, engagements, and communications. The EA serves as a mentor/leader and close colleague to Office of the Presidents’ executive assistants as well as those EAs at bgC3 and Pivotal to facilitate smooth and collaborative connections across divisions, groups, and sister organizations.
Optimize the CEO’s time to enhance impact. This requires providing support to ensure that time is preferentially dedicated to the highest priority activities, that their calendar is up-to-date and aligned with obligations and preferences, tasks and correspondence are rapidly managed or delegated as appropriate, and that follow-up by the CEO on all inquiries and invitations is ensured. This includes planning and appropriate consultation with other members of the CEO team and/or other support functions to ensure alignment across CEO activities. Specific duties include the following:
- Prioritize: Prioritize the principals’ appointments, meetings and travel.
- Manage deadlines: Keep track of key dates and understanding the principals’ assigned tasks.
- Ensure CEO alignment and awareness: Meet with the CEO regularly to facilitate quick decision-making, ensure priorities are on target, and that the CEO is aware of upcoming schedules and obligations.
- Manage invitations: Receive, record, and track invitations, and ensure they are resolved in a timely fashion.
- Manage a complex calendar: Schedule high volumes of appointments and meetings with internal staff and external parties. Assist with prioritizing and balancing principals’ workflow and time, by successfully understanding dependencies and relationships.
- Manage pre-reads: Support the collection of pre-reads for CEO meetings and ensure easy and timely accessibility for the CEO.
- Event Coordination: Assist in scheduling and planning of meetings, conferences and presentations for the CEO office or for external guests, which may include coordinating travel for participants, organizing logistics, preparing and disseminating materials.
- Expense Reconciliation: Compilation and processing of expense reports, reimbursements, and check requests in an accurate and timely manner.
- General Support: Creating, updating and/or maintaining organized files and records (physical and digital). Maintaining an organized system of tracking, monitoring and prioritizing tasks and projects.
- Special Projects: Assist with special projects as needed.
Ensure travel logistics are well planned and managed. In partnership with and under the guidance of the CEO’s trip director, the EA is responsible for the logistical aspects of CEO trips and engagements. This involves planning and coordinating complex, domestic and international travel arrangements for the CEO, ensuring arrangements are reflected in the CEO’s calendar, creating and updating MBMs, and coordinating with other participating travelers and their program assistants. This also involves being available for quick changes and updates as travel progresses. Travel support work will typically take place in Seattle prior to or during a trip, but some travel with the CEO is possible. Work with the EA/Program Assistant community to ensure smooth operations and connections across executives. The EA to the CEO is a leader in the executives/senior/program assistant community and will play a key role to ensuring relations and coordination of activities across foundation leadership and the co-chairs offices is efficient, effective, and aligned with the foundation’s four agreements.
We are looking for people who enjoy the opportunity of collaborative creating solutions that contribute to the potential for transformational change in the lives of people around the world. You must be prepared to work with people bridging a wide range of expertise, all the while being an excellent team player, with a demonstrated ability to work with flexibility, efficiency, and diplomacy in a fast-paced, challenging environment.
We seek an experienced professional with demonstrated results supporting senior leaders at the director level and above; ideally c-suite executives.
Additionally, you should have:
- A minimum of 10 years’ experience, preferably gained within an administrative role for a complex and fast-paced organization, interacting extensively with internal and external contacts.
- An ability to bring a high level of flexibility, approachability, confidentiality, dedication, and a great sense of humor.
- An ability to work well and respectfully with highly diverse internal and external colleagues.
- Experience setting priorities and meeting deadlines while balancing multiple priorities including calendar management, travel arrangements, and event planning coordination.
- Detail orientation and commitment to excellence, with good judgement about the right level of effort for a task.
- Excellent oral and written communication skills in an environment requiring diplomacy and good judgment in managing interactions with people at all levels inside and outside an organization.
- Demonstrated effectiveness meeting deadlines in a role requiring continual attention to detail in composing, typing, and proofing materials.
- Experience establishing organizational systems to improve efficiency and functioning in a changing environment.
- Demonstrated proficiency with MS Office Suite with extensive experience using Outlook and MS SharePoint. Experience in web-based research, and learning and mastering new software applications is required.
- Previous experience managing, coaching and mentoring others is preferred.
- Demonstrated passion for the foundation’s values with a commitment to deliver results against the foundation’s mission.