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Executive Assistant

ZERO TO THREE Full-Time  United States 20 Oct 2022

Job Description

Executive Assistant

Remote

Full Time

Administration

Experienced

ABOUT ZERO TO THREE

Founded in 1977, ZERO TO THREE works to ensure that babies and toddlers benefit from the early connections that are critical to their well-being and development. Our mission is to ensure that all babies and toddlers have a strong start in life. At ZERO TO THREE, we envision a society with the knowledge and will to support all infants and toddlers in reaching their full potential. Our Core Values Statement: We believe that how we do our work is as important as what we do. To learn more about ZERO TO THREE, please visit our website at zerotothree.org.

OUR COMMITMENT TO DIVERSITY

ZERO TO THREE is proud to be an equal opportunity employer committed to inclusive hiring, advancement, and professional development. It is dedicated to diversity in its work, its staff, and with community partners. This is an exceptional opportunity for a professional who shares our commitment to diversity, equity, and inclusion and supports our mission to enhance outcomes for all children.

SUMMARY

The Executive Assistant will provide executive level administrative support to the Executive Director (ED) and the Strategy and Operations Officer (SOO). This position will also act as a liaison to and support the Board of Directors, as well as communicate with ZTT staff at all levels and with external parties. The Executive Assistant must be organized, able to work under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism, confidentiality, and grace.

ESSENTIAL RESPONSIBILITIES

The essential duties related to the position of Executive Assistant include providing administrative support to the ED and the SOO, and protecting and maintaining the privacy of employee personnel records, including compensation information. Responsibilities include:

  • Providing direct administrative support to the ED, including but not limited to:
    • Heavy calendar management, requiring interaction with both internal and external executives and assistants, as well as Board members and sister organizations, to coordinate a variety of complex executive meetings;
    • Coordination and prioritization of the ED daily appointment and business obligations;
    • Regular briefings with ED and or/SOO to gather all relevant data needed to prioritize duties and efficiently meet ED’s needs;
    • Development and maintenance of a consistent and easy to use daily schedule system which contains all necessary reading and briefing materials and provide such schedule and materials at least one day in advance;
    • Anticipation of both time and materials needed in advance and adjust schedule to ensure the ED has sufficient time to prepare and respond;
    • Exercising judgment and knowledge of the organization to screen and refer incoming calls and correspondence to the respective employee or department while ensuring that appropriate calls are the only ones that go through to the ED;
    • Managing the ED’s e-mail ensuring that all mail not needing the ED’s attention is screened, removed or referred;
    • Assisting in preparation of ED’s speeches and presentations, including proofing and formatting materials and slide deck presentations; and
    • Proof reading correspondence and other materials.
  • Providing direct support to SOO in daily operations activities, including but not limited to:
    • Assisting with the planning and execution of programs, events and meetings (e.g., ZTT Board meetings, Executive Leadership Team meetings, strategic planning meetings, ZTT full staff meetings, and ad hoc meetings as assigned) including preparing meeting materials such as agendas, handouts, and slide decks, and recording and transcribing meeting minutes;
    • Providing logistical supports for virtual meetings via Zoom or Teams, including hosting the meetings, and organizing meeting functions such as breakout rooms, polling, etc.;
    • Managing logistics for in-person meetings and events, including making hotel arrangements for meeting and sleeping rooms, menus, transportation, etc.;
    • Coordinating the production of ZTT Board Books and other materials as needed for the Board of Directors;
    • Providing administrative support to various Board committees, including the Executive Committee and the Committee on the Board;
    • Organizing and maintaining a functioning, virtual filing system for all current and archived materials to ensure efficient and expedient document retrieval;
    • Maintaining various project management systems for tracking and monitoring timelines, project outputs and accountabilities;
    • Organizing and coding the ED, SOO and Board’s expenses for SOO approval; and
    • Meeting regularly with SOO to prioritize and track tasks and duties.
  • Working closely with ED and SOO on issues/projects of a highly confidential nature relating to the ED and employees, legal matters, and organization information while maintaining strict confidentiality.
  • Taking initiative to streamline work and identify items that require immediate attention;
  • Performing other functions delegated or assigned by the ED or the SOO to maximize time and efficiency; and
  • Other duties as assigned.

ESSENTIAL SKILLS & EXPERIENCE

  • Ten or more years of experience supporting at the executive level;
  • Excellent organizational skills;
  • Excellent written, oral communication and interpersonal skills,
  • Expert knowledge and skills using MS Office, including Word, Excel, PowerPoint and Outlook;
  • Strong knowledge and skills using other software platforms such as Microsoft Teams, Zoom, Survey Monkey, Doodle Poll, etc.;
  • Excellent prioritization and management skills, including ability to manage multiple projects simultaneously, prioritize daily assignments, meet deadlines, and follow through on issues in a timely manner;
  • Excellent calendar management skills, including the coordination of complex executive meetings;
  • Experience scheduling travel arrangements;
  • Ability to be flexible and work independently;
  • Ability to adapt to high pressure/high demand working environment;
  • Excellent problem-solving skills;
  • Strong decision-making ability and attention to detail;
  • Ability to interact with staff and external parties at all levels;
  • Ability to maintain strict confidentiality; and
  • Ability to give and receive feedback. #LI-Remote

ESSENTIAL QUALITIES

  • Encourages and practices critical thinking
  • Is self-reflective and empathic
  • Recognizes the influence of workplace relationships on outcomes and results
  • Maintains a respectful and accepting approach to others
  • Awareness of the influence of the larger context on individual behavior
  • Collaboratively and creatively supports the work efforts of colleagues at all levels and in all areas of the organization

EDUCATION

Bachelor’s Degree in a related field.

https://zerotothree.applytojob.com/apply/IW02Mi1ghM/Executive-Assistant

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