idealist.org

Requisition Number: D 09 025

Job Summary: The Executive Assistant provides secretarial and administrative support to the EVP of Overseas Operations and the Vice President of Overseas Operations, with secondary responsibilities as assigned.

Job Responsibilities:
1. Handles all scheduling, including Outlook calendar management, internal and external meeting requests, conference calls and other appointments.
2. Helps plan and coordinate the logistics of meetings and events, internally at headquarters and for visitors and field-based staff.
3. Approves timesheets and travel expenses and maintains leave records of EVP’s direct reports.
4. Arranges travel for EVP and VP, including coordination of tickets and visas with field-based staff, processes travel-expense reporting and reimbursement.
5. Manages telephone inquiries to the EVP and VP from all levels of donors, partners, Church and government officials, media and others.
6. Prepares and monitors annual budget for the EVP’s office.
7. Coordinates correspondence for the EVP and VP, files reports and preserves vital records as needed.
8. Conducts research to obtain background information on various projects.
9. Formats, edits, proofreads, reproduces and distributes materials. Produces documents, PowerPoint presentations or spreadsheets.
10. Maintains up-to-date contact information of regional directors and OverOps senior staff.
11. Helps maintain Intranet site for EVP’s office, including posting travel schedule and relevant communications and organizing information.
12. Assists with the hiring of consultants, including arranging associated contracts and coordinating logistics such as travel and payments.
13. Support other overseas departments as needed

Supervisory Responsibilities: None.

Key Working Relationships:
Internal: Executive Leadership Team, Board of Directors, Administrative Assistants, Overseas Regional Directors, senior leaders in Overseas Operations.
External: Donors, dignitaries, partners, Church and government officials, consultants and vendors.

Qualifications:
1. Bachelor of Arts degree
2. Minimum of five years of experience, some of which should be with senior management
3. Strong organizational skills and ability to work and collaborate in a team environment
4. Excellent interpersonal relations, oral and written communication skills
5. Proficiency in Microsoft Word, Excel and PowerPoint; familiarity with SharePoint a plus
6. Ability to handle multiple demands, prioritize and produce high-quality work under pressure
7. Commitment to accuracy in all tasks, attention to details is extremely important
8. Enthusiastic with a capacity and willingness to learn, being proactive
9. Extensive knowledge of complex domestic and international travel arrangements

Foreign Language Required: None

Major Responsibilities of Position: Administration


NOTE: All interested applicants must be authorized to work in the U.S. at the time of application.

EOE/M/F/D/V

To apply to this position please visit www.crs.org/about/careers