Executive Assistant

Description

• Present as a professional gatekeeper, creating win-win situations for access to the Chairman’s time
  
• Provide heavy calendar support including coordinating conference calls, travel, meeting rooms, catering services, and other reservations as needed. This includes coordinating schedules with other executives and external parties as needed and often involves an international component and/or accommodating multiple time zones.
• Able to work successfully in a highly international environment - being comfortable and familiar working with different cultures and time zones is essential.
• Supports the executive team including assisting in scheduling meetings as well as attending some meetings to take minutes and may also include providing light support to guests as needed.
• Coordinate complex, often global, business and personal travel arrangements. This includes obtaining visas, booking of accommodations, flights, car services, etc.
• Provides a bridge for smooth communication between the Chairman’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management.
• Ability to understand the Chairman’s relationships, both professional and personal. Must have a high degree of discretion with a focus on sensitive and highly confidential information.
• Process extensive correspondence from and to the Chairman including sorting and screening of both firm and academic email accounts. Edits and complete first drafts for written communications to internal and external stake holders.
• Ability to respond on behalf of the Chairman which includes tracking, routing, and taking action as necessary.
• Coordinate and prepare all word processing projects, proofread documents for grammatical accuracy, prepare documents for outside or in-house distribution, including: photocopying, scanning, arranging for couriers, etc.
• Ensures that the Chairman's bio is kept updated and responds to requests for materials regarding the Chairman and the organization in general.
• Maintain extensive contact list and various electronic and paper files.
• Serve as the Chairman's administrative liaison to the board of directors.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Coordination and project organization of large and small scale events - both on and off-site.
• Provide support for the Chairman's academic duties. This includes creation of keynote presentations, assist visiting scholar, etc.
• Light online research as needed.
• Support Chairman with a variety of personal assistant duties.
• Support Chairman related to external interests. 

• BA degree preferred;
• Minimum of 5 years of C-level support experience, preferably in a combination of both professional services and an academic setting.
• Previous technical writing experience a plus.
• Proficiency in MS Word, Excel, PowerPoint and Outlook. Advanced PowerPoint skills preferred.
• Must have the ability to create highly professional and aesthetically pleasing presentations that may include developing graphs/charts from various data sources.
• Familiarity with the latest personal technology and aptitude for troubleshooting minor issues.
• Typing at 75 wpm or more.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including Executive team, Experts, board members, staff and other external partners.
• Forward-looking thinker who demonstrates the ability to anticipate needs, proactively problem-solving with strong decision-making capability and sound judgement.
• Demonstrated ability to achieve goals, multi-task and prioritize activities in a rapidly changing high-stress environment and be adaptable to various competing demands.
• Meticulous attention to detail, exceptionally organized and proven time management skills.
• Highly resourceful team-player with the ability to self-motivate, manage and work independently.
• Demonstrated ability to work well under pressure and with time constraints.
• Demonstrate consistently positive approach along with the highest level of customer/client service and responsiveness.
• Excellent verbal skills coupled with proven ability to handle confidential information with discretion.
• Strong writing and editing skills.
• Flexibility and willingness to work overtime is required; This role requires availability outside regular working hours to respond to high priority requests often outside of Pacific time zone.

Salary range: $130,000-$140,000