The Executive Assistant (EA) provides executive level support to the Chief Business Operations Officer (CBOO) and the CBOO’s Chief of Staff (CoS); manages operational issues and drives efficiency for the Business Operations division as well as specifically for the Legal team.
Areas of Responsibility:
- Optimize the CBOO’s time by allocating it to the most important meetings and activities:
- Create, manage, and maintain the CBOO’s complex calendar, including a large volume of internal and external meetings in a highly dynamic environment requiring frequent re-prioritization and shifting appointments.
- Manage deadlines by keeping track of key dates and understanding the CBOO’s and CoS’s assigned tasks.
- Facilitate arrangements for frequent travel, both US and international, and complex logistics for external and internal meetings, speaking engagements and conferences.
- Compile, reconcile and process expense reports, reimbursements, and check requests in an accurate and timely manner.
- Create, update and maintain organized files and records (physical and digital).
- Maintain an organized system for prioritizing, monitoring and completing tasks and projects in quality fashion, and within the expected time. Activity requires collaboration with multiple internal parties.
- Understand, anticipate, and help manage cyclical work flow.
- Interact and communicate clearly and consistently with parties internal and external to the foundation.
- Assist with special projects as needed.
- Serve as an information resource to the Business Operations division and as a cross-foundation liaison on operational issues.
- Drive harmonization of administrative practices, and serve as liaison to other administrative units as needed by doing the following:
- Anticipate ongoing staffing needs and maintain back up staffing plan for out of office coverage
- Lead training of new assistants (temporary and permanent).
- Coordinate and lead Assistant team building and learning opportunities
Educational Background:
Bachelor’s Degree and 3+ years of experience in an administrative role supporting senior-level principals, or equivalent experience.
Skills/Experience:
- Exceptional judgment, organizational and time management skills, diplomacy, discretion, interpersonal skills, attention to detail, and written and oral communication skills.
- Demonstrated ability to consistently produce high-quality work product.
- Demonstrated understanding of when and how to spot and communicate potential issues needing executive attention.
- Ability to manage multiple competing demands and shifting priorities.
- Proficiency with MS Office Suite (Word, Outlook, PowerPoint, OneNote), Skype, and SharePoint.
- High level of flexibility, approachability, adaptability, confidentiality and a sense of humor.
- Ability to work well and respectfully with diverse colleagues.
Job Function:
Organization Info
Listing Stats
Post Date:
May 25 2018
Active Until:
Jun 25 2018
Hiring Organization:
Bill and Melinda Gates Foundation
industry:
Nonprofit