Reporting to the Vice President (VP) of Economic Opportunity and Markets and the Asia Offices, the Executive Assistant (EA) plays a key role in ensuring the optimal performance of the VP. As the proverbial “gatekeeper,” the EA’s role is vital to the success of the VP’s Office. The EA is highly organized, effective, and an articulate administrator - representing the Office of the Vice President and the Foundation at the highest level. The EA is a smart and quick critical thinker who works well in an extremely fast-paced, results-driven and deadline sensitive environment who is able to adapt to rapidly changing demands and priorities.
The primary role of the EA is to proactively support the Vice President and the Office of the Vice President (OVP). In this role, the EA will help to facilitate the daily planning and processes of the OVP, including inbox triage, heavy scheduling, domestic and international travel planning, calendar management, and budget and expense tracking activities for the OVP and, as needed, for senior staff who report to the OVP.
Additionally, the EA will work closely with senior colleagues who report to the OVP and with all colleagues across the Foundation to facilitate forward planning, or to act as liaison, guide, or advisor on current Foundation administrative policies and procedures. The EA may work closely with relevant Foundation and external offices to coordinate Board of Trustee related activities or materials. The EA may be required to monitor or help coordinate absence coverage and workload/workflow coordination between the division’s administrative teams, helping to ensure coordinated administrative support across the division.
- BA/BS with a minimum of eight to ten years of experience supporting a high profile, high impact, executive in a complex, preferably global, organization (or equivalent combination of education and experience)
- Highly functioning and experienced administrator, able to self-manage, prioritize work assignments across departments, manage multiple deadlines, and to represent the division and the Foundation in any given environment. Excellent flexible and proactive planning skills, organizational skills, and attention to detail. Displays a professional and business-like behavior at all times, remaining calm and composed while actively moving work forward within a fast-paced environment
- Experience managing and triaging an executive’s inbox
- Extensive experience in heavy calendar management and scheduling Outlook, including itinerary development and management for domestic and international trave
- Advanced skills in the full Microsoft Office Suite applications
- Experience using a formal content or document management system, for example Microsoft SharePoint, and experience managing files and content and administering sites within a web-based content management system
- Excellent oral and written communications skills; ability to manage communications tactfully and professionally with a high attention to detail and accuracy
- Demonstrated proficiency utilizing online information resources and data tools for information retrieval and data entry; experience undertaking internet-based research
- Experience drafting complex documents presentations and correspondence independently
- Consistently demonstrates sound judgment in decision-making
- Ability to maintain confidentiality and professionalism at all times
- A team player with an ability to work in diverse teams with shared responsibility and accountability; ability to contribute to a positive, productive, open, and supportive environment that motivates everyone to perform at their best
ALIGNMENT TO CULTURE AND VALUES:
- Commitment to the Foundation’s mission and core values of equity, fairness, and diversity
- Personal qualities of humility, capacity for self-reflection, and a sense of humor
- Discretion and ability to handle confidential issues
- Action-oriented and entrepreneurial self-starter who can work well independently and in teams
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