Founded in 1924 by John D. Rockefeller Jr. and the Cleveland H. Dodge family through the initiative of Harry and Florence Edmonds, International House is a residence for postgraduate scholars and trainees in New York City with a mission to prepare leaders for the global community. International House is home typically to more than 700 carefully selected graduate students and young professionals annually – representing 100 countries and more than 70 top schools and businesses. We provide an unrivaled opportunity for our Residents to thrive through daily interactions in a culturally, politically, and economically diverse environment and programs designed to expand the world views of these emerging leaders. We believe that leadership guided by the core values of the International House experience – Respect, Empathy, and Moral Courage – can create a more just and peaceful world. Learn more at www.ihouse-nyc.org.
POSITION PURPOSE: Provide administrative support in a variety of areas, including daily operations, board of trustees, strategic initiatives and special projects as defined by management.
Critical Administrative Support:
- Providing administrative assistance, such as drafting memos, and preparing communications on the President’s behalf
- Schedule internal and external meetings and appointments; coordinate materials for meetings, including bi-weekly leadership meetings
- Act as liaison between staff leadership team members, staff, residents, alumni, and Trustees
- Provide assistance to residents, when appropriate, on behalf of the President
- Manage the President’s calendar
- Arrange and manage domestic and international travel arrangement
- Track and manage President office expenses
- Process payment orders and timesheets for the President’s Office; maintain office files; inventory and order supplies, prepare credit card reports
- Handle multiple projects, often simultaneously, as requested by the President
- Maintain confidentiality of the President’s correspondence, files, appointments, etc.
- Prepare booking forms and coordinate catering for events sponsored by the President’s Office
- Maintaining comprehensive and accurate records, files, etc.
- Participate in I-House Internal Working Groups and Committees
- Perform other duties as requested
Board of Trustees/Board Committees Support:
- Schedule meetings of the Board of Trustees and its nine committees (three meetings per year, plus off-cycle meetings if applicable)
- Liaise with Trustees regarding attendance at meetings, special requests, etc.
- Prepare announcements, presentation materials and confidential data for Committee and Board of Trustees meetings
- Liaise with other departments and offices to facilitate preparation and execution of board and committee meetings
- Lead on compilation and production of Board Books; take minutes at Board and Committee meetings
- Communicate monthly calendar of events to Trustees
- Regularly update Trustee contact information, biographies, and length of service document
- Manage legacy files
- Improve/automatize admin processes through creative use of technology
- Assist with other special projects/initiatives as they arise
- Bachelor’s Degree
- At least 3-5 years of work experience working as an executive assistant
- Tech savvy – comfortable with MS Office Suite and taking on management of the Board Portal (MS SharePoint)
- Extremely organized, detail oriented
- Strong and pro-active communicator
- Strong interpersonal skills – comfortable interacting with residents, staff, Board of Trustees, senior executives, donors
- Experience managing budgets/expenses
- Experience working with diverse and multicultural populations
- Experience working in a nonprofit organization and with boards a plus
Please submit a cover letter and resume via e-mail with “Special Assistant” in the subject line. The application deadline is December 20, 2021, or until the position is filled.
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