Offer summary

Qualifications:

2-5 years of related experience in administrative support or project management., Strong written and verbal communication skills, with a focus on collaboration., Exceptional organizational skills and attention to detail, capable of managing multiple priorities., Technological proficiency with tools like Microsoft Office, Google Workspace, and project management platforms..

Key responsabilities:

Manage scheduling and logistics for the Co-CEOs and the Board of Directors.

Prepare meeting minutes, draft correspondence, and coordinate board meeting materials.

Conduct research and support special projects as requested by the Co-CEOs.

Monitor organizational communications and assist with expense reporting and other administrative tasks.

Job description

Our client is seeking a passionate and proactive self-starter with an investigative and enterprising spirit to join their team as an Executive Assistant to the Co-CEOs. In this pivotal role, you'll play a crucial part in advancing the foundation's goals by providing high-level administrative support, serving as a key interface with the Board of Directors, and fostering seamless internal and external collaboration. This role offers a unique blend of project management, writing and editing, research, and high-level relationship management. You'll need strong leadership skills to work effectively with stakeholders at all levels, and discretion in handling confidential information is essential. Join our inclusive and positive team culture where work-life balance is a priority. As Executive Assistant, you'll combine administrative and project management responsibilities, requiring timely, proactive, and accurate communication, both internally and externally. This position reports directly to the Co-CEOs.

Responsibilities:

Executive and Board Support (70%)

Manage scheduling for the Co-CEOs and the Board of Directors.
Prepare minutes and/or notes for board, committee, and other meetings; draft correspondence for the Board and Co-CEOs as needed.
Support the Chief Operating Officer (COO) in coordinating board meeting materials, including information gathering, document translation, and assembling board packets.
Proactively partner with the Co-CEOs to ensure they are well-informed of upcoming commitments and responsibilities.
Arrange travel, logistics, and coordination for productive meetings involving the Co-CEOs and Board members.
Collaborate with the COO to develop weekly all-staff meeting agendas and record meeting notes.
Conduct research as requested by the Co-CEOs.
Coordinate the annual calendar of board and staff meetings, including the annual board and staff retreat(s).
Arrange food/refreshments for internal and external meetings involving staff and board members.
Coordinate interpretation and translation services for board and board-related meetings involving Spanish speakers.
Support trustee recruitment, orientation, and ongoing education.
Manage special projects as requested by the Co-CEOs.

Administration, Operations, and Financial Support (30%)

Coordinate electronic signature requests with staff and other partners.
Monitor the organization's email inbox and front desk phone line.
Assist with Co-CEO's monthly expense reporting.
Perform other projects and tasks as assigned.

Qualifications:

2-5 years of related experience (no specific educational requirements).
Commitment to racial justice.
Ability to exercise independent judgment and discretion in handling confidential and sensitive materials.
Ability to work independently with minimal supervision, demonstrating a high degree of self-direction, initiative, and individual judgment.
Exceptional organizational skills with a keen eye for detail and the ability to manage multiple priorities and requests efficiently.
Excellent interpersonal skills with the ability to collaborate effectively with individuals at all levels.
Strong written and verbal communication skills.
Technological proficiency and a proactive, self-starter attitude.
Timely, accurate, efficient, and friendly communication style.
Demonstrated experience with Microsoft Office & SharePoint, Google Workspace, database and project management platforms, and other technology tools.
Deeply curious and a growth-oriented mindset.