Executive Assistant

CRDF Global • Arlington, VA

16d

About The Position

Position Summary : The Executive Assistant is responsible for providing solid proactive executive administrative support to the Chief Executive Officer, including managing all administrative and meeting management requirements. The Executive Assistant provides executive support in a direct working relationship with the senior executive team. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO. The Executive Assistant also serves as a liaison to others on the senior management team, organizes and coordinates executive outreach and external relations efforts, and oversees special projects. The Executive Assistant must be creative and enjoy working within an entrepreneurial environment that is mission-driven, results-driven and globally oriented, while maintaining the rigor of a compliance-driven line of business. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Requirements

• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners and donors
• Expert level written and verbal communication skills, including strong skills with PowerPoint and other presentation tools used to communicate key information
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Bachelor's degree required
• Strong work tenure: minimum of 3 years of experience supporting C-Level Executives and a Minimum of 7+ years’ of general administrative experience, preferably in a non-profit organization and within the US government funding environment
• Experience working with an organization with a global footprint
• Proficient in Microsoft Office 365 office automation and collaboration tools (Outlook, Word, Excel, Power Point, Teams, OneNote), SharePoint, Zoom Meetings
• U.S. work authorization required

Nice To Haves

• Deltek Costpoint experience a plus

Responsibilities

• Executive Support Manages active calendars of appointments; completes expense reports; composes and prepares correspondence that is sometimes confidential; arranges complex and detailed travel plans, itineraries, and agendas; and compiles documents for travel-related meetings
• Plans, coordinates and ensures that schedules are followed and respected; provides "gatekeeper" and "gateway" role where requested, creating win-win situations for direct access to the senior executives’ time and office
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, initial preparation of and edits to PowerPoint presentations, and other tasks that facilitate the CEO's ability to effectively lead and communicate with the company and external stakeholders
• Communicates directly and on behalf of the CEO in communications with Board members, CFO, other executive team members, funders, collaborators, and others, on matters related to organization’s programmatic initiatives
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the senior executive team, including those of a sensitive or confidential nature; determines appropriate course of action, referral, or response
• Provides a bridge for smooth communication between the CEO with the rest of the executive team and other internal departments; demonstrates leadership to maintain credibility, trust and support with executive and other senior management staff
• Works closely and effectively with the CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately; acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO and updated.
• Provides leadership to build relationships crucial to the success of the organization and manages a variety of special projects for the C-suite, some of which may have organizational impact
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows through on projects to successful completion, often with deadline pressures
• Coordination on Administrative Activities between Operations, Operations Support, Hubs, and CFO offices and with CEO where required (e.g., state registrations, Powers of Attorney, Ad hoc support with corporate documents (POAs, docs needed for rep offices, etc.)
• Senior Management Liaison Participates as an adjunct member of the Executive Team including assisting in scheduling meetings and attending required meetings
• Assists in coordinating the agenda of senior management team meetings and off-sites and staff meetings, if requested
• Facilitates cross-divisional coordination of travel and outreach plans
• Back-up support for administrative tasks and logistics for board meetings
• Communications, Partnerships, and Outreach Ensures that bios are kept updated and responds to requests for materials regarding the CEO and the organization in general (internal and external) and in coordination with the Communications department lead, as required
• Edits and completes first drafts for written communications to external stakeholders
• Ensures strict confidentiality of information in all settings and interactions
• Other Administrative Duties Meeting/event planning or support and coordination with Travel and Logistics division as required
• Monitors staff labor reports, G&A budgets, other metrics and KPIs
• Drafting/formatting/processing documents such as POAs, board resolutions related to international office requirements, etc.
• Coordinating signatures, notarizations, apostilles, etc.
• Manages relevant department and division SharePoint sites
• Other General Admin duties

Benefits

• CRDF Global offers a competitive salary and benefits package.
• CRDF Global is an Equal Opportunity Employer (EOE).
• CRDF Global provides equal employment opportunities to all qualified applicants.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level