Organization: Pact
Country: United States of America
Closing date: 23 Nov 2015
Position TitleExecutive Assistant to the CEORequisition Number15-0158Post Date9/22/2015CityWashington DCDescriptionThe Office of the CEO develops and implements Pact’s strategy and oversees all operational and financial matters of the organization. The team consists of a small group of professionals dedicated to supporting Pact’s CEO with decision making, day-to-day management of the organization, and execution of strategic priorities and initiatives. The Office of the CEO interacts with staff from a wide cross-section of the organization and leads many of the most high-profile projects the organization embarks upon. This office also supports the Board of Director engagement and communication as well as oversight of Pact’s subsidiaries.
Position Purpose:
The Executive Assistant to the President and CEO plays a significant role in presenting the President and CEO’s image to internal and external stakeholders. This position has primary responsibility for providing a wide range of complex and confidential administrative support to the CEO and his office. The EA coordinates activities and ensures that the office’s day-to-day operation is efficient and effective. In addition, this position provides excellent customer service, demonstrates initiative, takes ownership of responsibilities, and completes projects with positive results. The EA handles administrative and executive support related tasks independently with little or no supervision. The EA must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting a busy executive, complicated travel schedules, board meetings and interacting with staff.
Key Responsibilities:
• Exhibits a total commitment to high quality service standards and demonstrates service excellence skills in dealing proactively with staff, board, partners, visitors, and all Pact contacts.
Administration
• Anticipate needs of CEO acting as gatekeeper, understanding organizational, staff, board and donor priorities
• Competently and professionally handle information that is sensitive, complex and confidential in nature
• Coordinate and manage executive"s complex schedule, exercising judgment, professionalism and tact
• Arrange programs, events and conferences by identifying and selecting facilities and caterer, issuing information or invitations, coordinating travel, coordinating speakers, and managing event budget
• Schedule and coordinate extensive domestic and international travel, speaking engagements, conference calls and department, team and 1:1 meetings
• Prioritize and manage information (email/mail/phone) coming into and going out of the Executives’ offices – circulate information appropriately, document and share with appropriate staff, external individuals and organizations
• Compose and edit correspondence on behalf of the CEO, coordinate follow-up and outreach to key individuals and organizations
• Prepare, review, track and process all expense reports and reimbursements
• Perform research on various issues, policies, donors, potential board concerns and organizations as required
• Manage corporate credit card and handle all procurement for the office of the President and CEO
• Disseminate decisions and instructions, answer inquiries to aid in the resolution of routine matters. Receive and assist visitors, recommending other contacts for them, as appropriate
• Remain knowledgeable of corporate policies, systems, organizational history, goals, philosophies and mission
• Take minutes, compose and prepare confidential correspondence, reports and other complex documents
• Ensure executive and board bios are up to date and respond to requests for materials
• Oversee special events, assist with planning staff meetings and office celebrations
Board Liaison:
• Support all board activities including board committee meetings: preparation of materials, managing proceedings, minute taking, travel arrangements, lodging, meal planning, record keeping and follow-up
• Partner with field offices in handling all international travel logistics for international board meeting
• Develop board and committee agendas, notices, minutes and resolutions for corporate meetings, with review by CEO and executive leadership team
• Establish and maintain confidential executive filing systems, including board and board committee files and corporate governance policies
• Develop, maintain and own the board porta; maintain/update all information, post all relevant documents
• Obtain and track information, photos and bios for all new board members
• Design, prepare and conduct board orientation for new members– organizing staff participation
• Perform other duties and special projects as assigned
Basic Requirements:
• Bachelor’s degree. Minimum of six (6) years relevant experience (or equivalent)
• Minimum of 3 years supporting an executive and two years supporting a board of directors
• Proven track record in managing confidential information with discretion
• Demonstrated strong analytical skills with ability to quickly interpret and organize data and information
• Experience in project management with proven ability to multi-task and manage around changing priorities
• Proven experience working effectively with employees at all levels
Preferred Qualifications:
• Strong communications skills, including the ability to make a presentation
• Ability to problem-solve difficult issues with good negotiating and conflict resolution skills
• Strong understanding of budgets
• Good experience in one of Pact’s technical areas or a support function
• Working knowledge and understanding of donor policies and regulations
• Competence using common desktop applications and internal systems
Pact is an equal opportunity employer and does not discriminate in its selection and employment practices on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, gender identity, marital status, disability, genetic information, age, membership in an employee organization, or other non-merit factors.
How to apply:
To apply for this position, please visit our website at www.pactworld.org
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