Executive Assistant

Job Description:

Our client
Established in 1988, this family foundation is committed to promoting justice, wellness, and access to opportunities so individuals and communities can thrive. Grounded in their work in Connecticut and New York, they support visionary leaders and nonprofit organizations that serve historically marginalized populations, help individuals contribute to their communities, and champion advancements and experiences that make it possible for all people to live healthy and joyous lives.

In all that they do, they are guided by our core values of collaboration, transformation, innovation, and entrepreneurship. We invest in innovative programs and reform in culture, higher education, journalism, justice and community wellness, and medicine to accomplish our goals.

Position Description:
The executive assistant is a proactive partner to the president, supporting the management of the foundation's operations and relationships and achieving the foundation's goals. The EA provides exceptional administrative, project, and logistical support and works closely with the VP.

This is a dynamic position within an entrepreneurial organization. Strong candidates will have a proven track record of high-level administrative experience, including executive support and related special projects. They shine at problem-solving in a collaborative, fast-paced environment with high standards and a focus on organizational excellence. This is an ideal role for a candidate interested in contributing to the organization's mission.

Key Responsibilities:

President Support (60%)

• Manage the President’s schedule and update calendars with complete and accurate information on daily meetings, appointments, and travel arrangements, including complex and detailed travel plans, itineraries, and agendas.
  
• Work closely with the Vice President and President on priorities and deadlines to optimize the President’s time and energy.
  
• Support the President in managing her projects and relationships, including attending meetings and capturing notes and action items.
  
• Keep the President advised of time-sensitive and priority issues, ensuring appropriate follow-up.
  
• Serve as the primary point of contact and liaison with the President’s external boards, committees, and other external partners as needed.
  
• Evaluate and prioritize the President’s emails and respond as agreed
  
• Serve as President's liaison for tech support and enhancement requests.
  
  Executive Office Support (20%)
  
• Accurately manage and maintain data and records for the Executive Office across information systems, ensuring accessibility across various platforms and devices.
  
• Plan and prepare meeting logistics, including materials and presentations.
  
• Maintain and track business expenses and submit monthly expense reports for the President, VP, and Board of Directors.
  
• Work closely with the VP to plan, schedule, and monitor project activities to meet deadlines.
  
• Support special projects with research, planning, and material preparation as needed.
  
• Support VP scheduling
  
• Other duties as assigned by the President or Vice President
  
  Board of Directors Support (20%):
  Working with the VP and on behalf of the President:
  
• Serve as the primary Board liaison, providing individual support to Directors and ensuring timely and responsive board communications, coordinating with other team members as necessary
  
• Manage event logistics for full Board meetings, special activities (e.g., site visits), and initiatives, including scheduling meetings, preparing and delivering meeting materials, and coordinating Directors' travel arrangements.
  
• Ensure timely processing and communication regarding the Board of Directors discretionary grantmaking.
  
• Serve as the primary system administrator for the Foundation’s board portal and ensure dashboard, files, permissions, and reports are regularly up to date.

Requirements:

• Exceptionally detail-oriented, outstanding organizational and project management skills.
  
• Proactive, effective problem-solving, ability to prioritize tasks and manage changing priorities in a dynamic, deadline-driven environment.
  
• Strong communicator with excellent interpersonal, verbal, written, and analytical skills.
  
• Capable of multi-tasking, managing frequent communications, and maintaining a positive "can-do" attitude, tackles the expected and unexpected with aplomb, level-headed, calm composure.
  
• Excellent customer service orientation and skills.
  
• Discretion, judgment, and professionalism.
  • Ability to handle confidential and time-sensitive information.
  
• Energetic, flexible, team-oriented, Ability to adapt to a dynamic and rapidly changing work environment.
  
• Aptitude to quickly learn and apply new technology.
  
  Experience
  
• Minimum of five years of executive support experience (VP/EVP/C-level)
  
• Experience in a family foundation or family office setting or similar
  
• Highly proficient in Zoom, Slack, and all Microsoft Office applications, understanding of MacOS, iOS mobile technology, and business apps.
  
• Familiarity with databases, password management systems, project management systems, and collaboration apps such as SharePoint, Salesforce, Asana, and board portals
  
• Experience with planning in-person, hybrid, and virtual meetings
  
  Education
  
• Associate's degree, Bachelor’s degree is a plus.
  
  Physical Requirements
  
• Prolonged periods sitting at a desk and working on a computer.
  
• Must be able to lift up to 15 pounds at times
  
• Must be comfortable attending indoor and outdoor site visits and activities as needed
  
  
  Other Requirements
  
• A valid driver's license is preferred.
  
• Ability to travel up to 10% of the time within the states of Connecticut and New York
  
  In-Person Work Expectations
  This position requires working in-person a minimum of three days per week at the Foundation’s offices in New Canaan, CT. Attendance at additional external in-person Foundation events or meetings may also be required.