Executive Assistant

Title: Executive Assistant

Department: Office of the President

Reports to: Director, Office of the President

About Independent Sector

The United States is now home to an estimated 1.5 million non-profits, private foundations, and religious congregations that work to improve the lives of individuals and communities. Collectively, we refer to these organizations as the "independent sector," which describes their unique role in society, distinct from business and government.

Independent Sector is the leadership network for charities, foundations, and corporate giving programs committed to advancing the common good in America and around the world. The nonpartisan coalition of approximately 600 organizations leads, strengthens, and mobilizes the charitable community in order to fulfill our vision of a just and inclusive society, as well as, a healthy democracy of active citizens, effective institutions and vibrant communities.

Independent Sector's Work

Independent Sector serves as the premier meeting ground for the leaders of America's charitable and philanthropic sector. Since our founding in 1980, we have sponsored ground-breaking research, fought for public policies that support a dynamic, independent sector, and created unparalleled resources so staff, boards, and volunteers can improve their organizations and better serve their communities.

Independent Sector fulfills our mission by:

• Advancing public policies that enable the nonprofit and philanthropic community to improve life locally, nationally and globally. IS is currently focusing on issues such as strengthening the advocacy capacity of nonprofits, mobilizing the nonprofit and philanthropic community in support of tax policies that advance their work; and educating key public officials about the work and value that the charitable sector brings to communities.
• Convening sector leaders to work together on key issues. The most prominent forum of this kind is the annual Independent Sector National Conference. IS committees are another key part of developing collective strategies.
• Supporting the development of strategies to strengthen volunteering, voting, giving, and other forms of civic engagement.
• Encouraging the sector to meet the highest standards of ethical practice and effectiveness. As part of our continuing efforts in this area, IS convened the Panel on the Nonprofit Sector, which made recommendations to public officials in the areas of governance, fiduciary responsibility, transparency, ethical conduct, government oversight, self-regulation, and financial accountability.
• Identifying critical trends affecting the work of charitable organizations, including such issues as encouraging a sustainable and diverse leadership for the sector, and encouraging organizations to assess the effectiveness of their strategies by charting their own impact.
• Serving as the voice of the independent sector to the media, government, business, and international voluntary communities.

Job Purpose: The Executive Assistant in the Office of the President is responsible for a wide-range of administrative functions requiring the highest levels of accountability and confidentiality. The Executive Assistant will provide scheduling, logistical, and administrative support in the Office of the President. This position represents the office in a discreet, professional manner at all times to staff, board members, elected leaders, the press, the general public, and others.

Duties and Responsibilities

• Plans and maintains an accurate calendar of meetings and other commitments for the President.
• Prepares/prints the daily schedule of the President.
• Prepares detailed meeting itineraries/logistics, including important phone numbers, locations, and contact names.
• Ensures that the President is provided with briefing materials for each event or meeting by coordinating with other staff.
• Prepares monthly projected schedule for the President.
• Briefs the President on all scheduling activities and requests and responds to requests accordingly.
• Schedules all staff meetings and briefings involving the President.
• Coordinates scheduling of press, interviews, radio, and television time with the Communications department.
• Works with the Director of the Office of the President to manage the daily requirements of the President's Office, including providing service to callers, referral of inquiries to other staff, arranging meetings, and preparing requisite materials for such meetings.
• Receives and screens telephone calls with exemplary telephone manner.
• Monitors the President's incoming telephone calls, takes messages, and returns calls as requested.
• Places outgoing calls for the President.
• Provides administrative support on complex or confidential matters including travel arrangements and related travel itineraries, agendas, advances, expense reports, submission of check requests, etc.
• Makes reservations for the President's air travel, ground transportation, and lodging.
• Provides assistance to the President during non-business hours in dealing with travel emergencies and flight changes.
• Submits timely expense reports and requests reimbursements and cash advances on behalf of the President.
• Maintains the President's files, including notes, correspondence and all information relating to travel.
• Maintains the President's internal and external contacts, calendar, and other Microsoft Outlook data.
• Assists in the preparation of board and special group meetings including logistics, catering, audio, and IT requirements.
• Maintains the President's Office files and file correspondence and other records efficiently and accurately.
• Provides administrative support including mail and fax preparation, and document distribution.
• Other duties as assigned.

QUALIFICATIONS & REQUIREMENTS

• A bachelor's degree required.
• At least five years of experience in providing administrative support—especially in scheduling and preparing itineraries.
• Prior experience as a scheduler in a congressional office, nonprofit, association, or similar organization preferred.
• Consistent attention to detail in composing, typing, and proofing materials.
• Experience in establishing priorities and meeting deadlines. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands and remain flexible as priorities arise.
• Works well under pressure and handles stress.
• Meet attendance requirements as established by the office.
• Superb typing and production skills in relation to speed and accuracy; strong technical/computer skills with emphasis on Microsoft Office and database applications.
• Extensive experience in meeting planning.
• Strong oral and written communications.
• Ability to interact and communicate with individuals at all levels—internal and external to the organization.
• Excellent anticipatory and organizational skills.
• Ability to think and plan ahead.
• Demonstrated professional manner, tact, and diplomacy.
• Sense of quality and pride in finished work product.
• Proactive approach in taking on responsibility and willingness to pitch in and help others when necessary.