Offer: Job: Executive Assistant, Global Fund for Women
The Executive Assistant provides overall support to the President/CEO and plays a large role in coordinating with the Board. The Executive Assistant is part of the Finance and Admin team and reports directly to the CEO.
Essential Job Functions:
Communications: This position facilitates communication from the CEO to the staff, board, and donors associated with the Global Fund for Women. Responsibilities include but are not limited to: drafting and editing correspondence; assisting in screening calls, sending faxes, etc.; preparing and distributing agendas and minutes for board meetings, committee meetings, and executive team meeting. Additionally, the Senior Executive Assistant communicates with a wide audience of donors, grantees and colleagues. Sensitive to and nurtures existing relationships with major donors and influential community/world leaders, and strategically helps to create new relationships, focused on widening the sphere of the Global Fund's network, both in the US and abroad.
Planning: Assist with extensive and critical planning for the Global Fund for Women, handling all aspects of delegated projects and meetings, including, but not limited to: tracking ongoing projects and processes, developing workflow systems to increase efficiency, and handling any ad hoc processes.
Expenses and Travel: This position manages some of the ET members’ expense reports, tracking financial/budget reports, and compiling updated expense information for the Finance team. In addition she handles travel arrangements, including flights, hotels, transportation, etc.
Scheduling and Clerical Support: This position is responsible for maintaining the electronic and hardcopy calendar for members of the ET. Responsibilities include but are not limited to: scheduling phone calls and in-person meetings with staff, board, donors, consultants, and vendors, resolving conflicts as necessary. S/he assists in developing and maintaining ET members’ filing systems.
Teamwork: Develop strong working relationships with staff in all areas of the organization. Actively participate in planning and meeting goals as an integral team member. Assist with special projects as needed to support the teams of Global Fund for Women as a whole.
Board Coordination: Organizes and collaborates with the Admin function in planning for twice-yearly Board meetings, events, gatherings and large conferences.
Support Admin Sub-team: The Senior Executive Assistant works closely with the Admin Sub-team, including, but not limited to: providing back-up for answering the main Global Fund for Women phone lines, providing facilities support for staff events.
Participate in cross-functional work-teams and other Fund teams as appropriate
Follow the Global Fund policies and procedures
Handle ad hoc projects
Represents the Finance and Administration team in a positive way within the organization and in interactions with individuals and organizations external to the Global Fund for Women
Carry out job responsibilities in a manner that reflects concern for personal health and safety and that of co-workers
Solid understanding of a wide range of professional communication techniques and vehicles
Demonstrated ability to initiate, plan, and implement projects
Excellent written and verbal communication skills, must include excellent judgment and discretion with confidential information
Excellent clerical skills
Ability to analyze systems and create new strategies for improving and organizing work flow
Knowledge of time-tracking and record-keeping systems
High degree of skill with Macintosh computers, using Word, Excel, Apple Mail, iCal, and File Maker Pro.
Strong interpersonal skills with the ability to develop excellent working relationships and to Strong organizational, analytical, and judgment skills, and the ability to work independently, at times with minimal supervision, and as part of a team
Demonstrate sensitivity and appreciation for diverse viewpoints and different communication styles in a multicultural environment
Strong interest in and commitment to women’s issues
Skill in working in a fast paced environment with flexibility to adjust to changing priorities
Understanding of non-profit and philanthropic structures
Must be able to lift up to 10 lbs
Interest in organizational development and/or nonprofit administration
Ability to speak French or Spanish
Education and Experience:
Minimum 4 years of executive assistant experience, preferably in a Macintosh environment
Experience working in a diverse and team oriented environment
General nonprofit experience
Start Date and Compensation:
The projected start date for this position is ASAP. The Executive Assistant is a full-time, exempt position. Salary will be commensurate with experience. The Global Fund for Women offers 100% employer paid premium medical, dental, vision, chiropractic, and acupuncture insurance; an excellent paid leave package; a generous retirement plan; a professional development stipend; and other benefits.
Applications and all supporting documents will be received until position is filled. To submit your application materials, please visit our website: http://www.globalfundforwomen.org/who-we-are/job-opportunities. All pages of the application should be typed and should include the following:
Cover letter, with the applicant’s current contact information
Resume, including references with contact information
NO PHONE CALLS PLEASE! Please note: due to the volume of applications we receive, we will not process incomplete applications.