Well-Known Global Non-Profit Organization is seeking a new Full-Time/Permanent Executive Assistant to provide exceptional operational and administrative support to the Director and Member Engagement Department. Candidates must have a minimum of 3-5+ years of applicable high-level administrative support experience and a Bachelor’s degree is required/strongly preferred. Ideal candidates should be extremely detail-oriented, proactive, professional, organized, and possess strong interpersonal and communication skills (both verbal and written), and the ability to multi-task across several projects. This person will be joining a dynamic, fast-paced team and working with an organization that values and rewards higher level thinking and strong people skills. Great place to work with amazing benefits/perks!
Salary depends on experience (70-80k base), plus paid overtime and discretionary bonus eligibility, 100% company paid medical/dental/vision, 30 PTO days, etc.
Hours are 9:00am-5:00pm, with flexibility. Hybrid work schedule (2 days/week in office – Tuesdays and Thursdays, the remainder of the week remote/work from home).
Responsibilities:
Provide exceptional operational and administrative support to the Director and Member
Support the planning and implementation of Advisory Group meetings and events, including, but not limited to, registration tracking, meeting room & AV contract negotiations, formatting and distributing agenda material, and visa letter preparation.
Provide travel management support, including arranging flights, visas, hotel accommodations, and ground transportation.
Assist with scheduling and moderating conference calls, webinars, and hybrid meetings.
Assist with expense management, reconciliation, and cost-tracking.
Support the fiscal management of the team, including processing invoices, collecting information for budgeting purposes, tracking expenditure, and assisting with quarterly reconciliation.
Maintain up-to-date records for key contacts using iMIS (engagement management system).
Supporting the Member Compliance program by publishing relevant documents about Members and Associates on the website, preparing monthly communications to be distributed to key stakeholders using membership platform (iMIS), and preparing quarterly status reports on engagement activities.
Assist with creating and updating PowerPoint presentations and other informational materials, including information shared on webpages.
Perform special/ad hoc projects and requests as needed.
Requirements/Qualifications:
Minimum 3-5+ years of related high-level administrative support experience, ideally within a non-for-profit environment.
Bachelor’s degree is required/strongly preferred.
Demonstrate professional competence and exude executive presence.
Show persistence when faced with challenges.
Remain calm in stressful situations.
Respect diversity and consider various perspectives, while helping to create an inclusive environment.
Adjust priorities as required based on competing demands.
Ability to multi-task.
Strong written and oral communication skills.
Self-starter that allocates an appropriate amount of time and resources for completing work, foresees risks, and allows for contingencies when planning.
Ability to work collaboratively with colleagues to achieve organizational goals.
Adaptable and open to learning from others.
Experience using MS Office Suite platforms (Word, Excel, Outlook, and PowerPoint) is required.
Experience using a membership/CRM system such as iMIS.
Knowledge of online platforms such as Microsoft Teams and Zoom; ability to manage hybrid meetings is preferred.
