Chief Executive Assistant

Position description

American Humane is seeking an experienced Chief Executive Assistant that will provide executive-level support for American Humane’s President & CEO and SVP & Chief Operating Officer. This position will be hybrid based out of Washington, DC. American Humane is committed to fostering diversity, equity, and inclusion in the workplace. As we seek to fill this position, we highly encourage applicants from diverse backgrounds to apply.

 

For more than 100 years American Humane has been first in promoting the welfare and safety of animals and strengthening the bond between animals and people. We are first to serve, wherever animals are in need of rescue, shelter, protection or security. Through our innovative leadership initiatives – from our “No Animals Were Harmed®” program in Hollywood to broad-based farm and conservation animal welfare certifications, to rapid response rescue and care across the country – American Humane sets the gold standard as the most visionary and effective animal welfare organization in the nation.

 

Position summary:  

The Chief Executive Assistant (CEA) reports directly to the President & CEO, acting as the CEO’s primary coordinator and liaison for internal and external relations. The CEA assumes responsibility for providing administrative support, serving as gatekeeper, responding to requests and collaborating on communication and relationship management activities of the executive office. The CEA manages the CEO’s calendar and activities including travel, meeting and event logistics, to ensure maximum efficiency and value of CEO time is achieved. The CEA also ensures clear communication and coordination between the CEO and SVP & Chief Operation Officer with members of the executive and senior leadership teams.

 

Responsibilities:

Administrative & Special Projects:

• Handle administrative functions for the CEO, including answering phones, scheduling meetings and appointments, making necessary preparations ahead of meetings/events, making travel arrangements, drafting/editing correspondence in the “CEO’s voice,” proofreading documents, coordinating internal and outgoing mailings, creating and maintaining files, copying, developing presentation materials or briefing packets, etc.
• Responsible for day-to-day management of the CEO’s calendar and activities and keeping up to date on the COO’s calendar in order to facilitate logistical needs for travel, meetings and other activities, ensuring the efficient utilization of CEO’s time. Frequently required to make quick decisions and resolve scheduling conflicts using sound judgment to ensure the CEO’s time is used to provide maximum value to meeting organizational priorities. 
• Brief/update the CEO daily on upcoming meetings, events, travel and ongoing obligations.
• Facilitate the communication and coordination of activities, expectations and deliverables between the CEO and COO, and with the full executive team.
• Coordinate travel logistics for extensive and complex domestic and international travel; proactively anticipating need and ensuring CEO and COO are properly prepared.
• Manage and keep current the CEO’s extensive contact list.
• Monitor telephone activity within the executive office tactfully and diplomatically; provide preliminary information to internal and external callers as appropriate and redirect other inquiries and requests as needed.
• Assist with requests for vendor services and invoicing when applicable.
• Work collaboratively with and support the Office Manager in Palm Beach by providing receipts or other documentation when preparing CEO expense reports and processing monthly credit card statements.
• Manage special projects as assigned by the President & CEO.

 

Relationship Management:

• Support the CEO in maintaining important relationships with donors, ambassadors, members of the board of directors and other key stakeholders.
• At the request of the CEO or COO, assist with vetting potential members for the Global Humane Advisory Council by conducting a prospect review, and assist as needed with other research requests related to the growth of Global Humane.
• Participate in AH events and meetings when needed.
• Manage all incoming/outgoing correspondence from the Executive Office, including coordinating with other office locations to track mail received and handle acknowledgements to high-level donors.
• Respond to requests and assist executive staff in coordinating materials for trips, meetings, internal/external reports and presentations, projects or donor mailings.
• Liaise with the events and fundraising teams as needed, or taking the lead where appropriate, in planning and implementing logistics for CEO priority events to ensure expectations are realized and fully met.
• Ensure the fundraising team has information needed to keep donor information and lists updated and accurate. 
• Assist, as needed, with logistics for board meetings, coordinating with the legal team.
• Serve as point of contact for board members with the Office of the President & CEO.

 

Qualifications

• Bachelor’s degree
• 5+ years’ experience successfully supporting executive function.
• Strong organizational skills, including the ability to set priorities, juggle multiple tasks, organize time effectively, conduct research and identify resources for projects.
• Exceptional relationship management skills.
• Experience coordinating meetings and complex domestic and international travel.
• Thrives in an environment that is fast paced with shifting priorities.
• Must exude professionalism at all times and be able to approach people and situations with a positive demeanor, tact, diplomacy, discretion, confidentiality and a sense of urgency.
• High degree of motivation and self-discipline with a strong work ethic. Maintains a conscientious approach to work with the ability to meet tight deadlines, anticipate needs and be proactive to resolve issues.
• Ability to take initiative, act independently and direct one’s own work.
• Superior verbal and written communication skills; outstanding grammar, proofreading, and editing.
• Demonstrate sound judgment and discretion in handling confidential information within the executive office.
• Ability to focus on detail without losing sight of the bigger picture, including monitoring and double-checking work and information for accuracy and quality from start to finish.
• Commitment to providing high quality service through timely response to all requests.
• Knowledge of and demonstrated proficiency in the use of Microsoft Office Suite, including Teams, Outlook, Word, Excel and PowerPoint.
• Ability to quickly learn systems and new technologies quickly.

Direct reports:  

• None

Physical demands and work environment: 

• Position will be a hybrid of office/telework with the position based out of the Washington, DC office location; regular telework schedule based on organizational policy, need and manager discretion.
• Must be comfortable with animals, especially dogs, in the office and at events.
• Local, domestic and international travel possible on an as needed basis.
• Some evening or weekend work may be necessary related to travel or events. 
• While performing the duties of this position, the employee will be regularly required to:
• Sit for extended periods, though will also be required to stand, walk, stoop, kneel, crouch or crawl at times;
• Occasionally lift and/or move 20 pounds or more;
• Look at and work off of a computer screen for extended periods;
• Talk, hear and exchange information over the telephone, virtually and in-person.

American Humane’s core values define our workplace, and these values serve as the cornerstone for interactions in advancing our mission and institutional goals. Employees are expected to adhere to all organizational policies and to act as role models, demonstrating American Humane’s core values:

• Compassion – Being kind and caring in our interactions with others.
• Accountability - Holding ourselves to the highest standards. Following through on commitments and owning our actions, behavior, and decisions.
• Respect for All – Being professional, listening to others and honoring diversity in all its forms.
• Loyalty to Mission  – Staying focused on our purpose and our mission – our nation’s most vulnerable depend on us.
• Sustainability - Contributing to being a great place to work and achieving our shared mission and goals to make a difference, now and in the future.
• Honesty, Integrity, Trust – Demonstrating transparency, as trusted stewards of donor resources, supporting our leadership and one another.

American Humane (AH) is an Equal Opportunity Employer with a commitment to fostering and growing diversity, equity and inclusion in the workplace and the humane space.

Application instructions

Please be sure to indicate you saw this position on Globaljobs.org