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Executive Assistant to the President/CEO

Posted by
The Dana Foundation
|
New York, NY
New
|
Published 16 days ago

Reporting to the President and CEO of the Dana Foundation, the Executive Assistant will support the President’s work. The successful candidate should bring to the position: demonstrated experience as an executive assistant; project management and information tracking skills; strong organizational skills that reflect an ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail; strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, and external partners; expert level written and verbal communication skills; a proven ability to handle confidential information with discretion; and adaptability to various competing demands.

The Dana Foundation is a private philanthropic organization dedicated to advancing understanding about the brain. It was established in 1950 in New York City by Charles A. Dana, a legislator, industrialist, and philanthropist who became its first chairman. In partnership with his wife, Eleanor Naylor Dana, they fostered development of funding programs primarily focused on cancer research, higher education, and the arts. The Foundation’s grants helped support the Sidney Farber Cancer Center, which was renamed the Dana-Farber Cancer Institute in honor of the partnership. In 1992, under the leadership of Foundation Board Chair and President David Mahoney, Dana turned its focus to research and outreach on the human brain. Since its founding, the Foundation has appropriated almost $500 million for philanthropic purposes.

The Dana Foundation is at an inflection point, as it refines its longstanding commitment to research and public education on the brain, to focus now on the intersection of neuroscience and society. Programmatic foci will include areas such as neuroethics and neuroscience and law. The Foundation pursues its mission through grants, programs, and publications. These include funding grant initiatives under the Neuroscience and Society focus; sponsoring the Dana Alliances, now including almost 700 scientists and clinicians from 45 countries; and organizing Brain Awareness Week, an annual global education initiative with almost 6,000 partners in 120 countries. The Foundation also publishes explanatory stories, teaching materials, and the on-line publication Cerebrum, which brings the frontiers of neuroscience and its implications to the public.

Responsibilities:

1.     Tracking and management of information

·        Researches, prioritizes, and follows up on incoming issues and concerns addressed to the President, including those of a sensitive or confidential nature.

·        Entry, maintenance, and reporting of Dana Foundation contact data into and from Salesforce CRM system, including updates to stakeholder and assistant information

·        Manage project-related paperwork by ensuring all necessary materials are current, properly filed and stored

 2. Facilitation of President meetings and relationship building

·        Prepares preparatory materials for calls, meetings, travel and similar activities. Following meeting, assists in determining appropriate course of action, referral, or response

·        Coordinate meetings with various constituents, coordinates the President’s travel, prepares detailed itineraries and agenda

·        Input meetings and all relevant visit information into President’s calendars and logs in Salesforce

·        Compile or create relevant preparatory and follow-up documents for all meetings

·        Compose and prepare correspondence that is sometimes confidential

3. Calendar meetings for President

·        Set-up meetings and phone/web conference calls

·        Specialize in the maintenance and use of Zoom accounts

·        Record meeting minutes and action items from President meetings, as needed

4. Support President in preparation for Board of Directors meetings

·        Identify key dates for board meeting preparation

·        Proofread and format board report drafts

·        Help create Powerpoint and other materials

5. Prepare travel and expense reports for President

·        Prepare travel pre-approval requests and expense reports for President

·        Coordinate with the Foundation’s travel agent on the purchases of airline tickets, hotel accommodations, rental cars and/or car service; or arrange complex and detailed travel

6. Assist with symposia, meetings, and special events

·        Help coordinate on- or off-site meetings (in-person or virtual), receptions and dinners as well as assistance during the event as needed

·        Duties might include assisting the President and other Foundation staff in all aspects of planning and implementing meetings and events, including working on invitations, tracking RSVPs, budgeting, and coordinating with hotel staff regarding contract, banquet event orders, and rooming lists.

7. Inter-team coordination

·        Work closely with members of other Foundation teams, especially the COO, to create seamless transfer of information and tasks.

Minimum qualifications:

·        Bachelor’s degree preferred

·        Required: Five years’ experience as executive assistant or project manager/coordinator

·        Experience working at an academic institution, non-profit organization, or foundation

 

Desired characteristics and skills:

·        Intermediate technology skills:

o  Adobe Acrobat

o  Database systems (e.g., grant management, CRM, event management, travel management)

o  Microsoft software programs: Word, Excel, PowerPoint

·        Excellent analytical and problem-solving abilities

·        Outlook Calendar management experience required

·        Travel coordination and expense reporting experience preferred

·        Strong attention to detail

·        Exhibit self-initiative and problem-solving skills

·        Project management experience

·        Excellent writing, communication and organizational skills

·        Superb time management skills—able to anticipate workload, be proactive and meet deadlines

·        Ease in working on multiple projects simultaneously

·        Ability to handle confidential information with discretion

Ability to work with a variety of people to support a team 

Reporting to the President and CEO of the Dana Foundation, the Executive Assistant will support the President’s work. The successful candidate should bring to the position: demonstrated experience as an executive assistant; project…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Education
    4-Year Degree Required

Benefits

Competitive salary and superior benefits package. 

Competitive salary and superior benefits package. 

Location

Temporarily Remote
Work must be performed in or near New York, NY
Associated Location
New York, NY, USA

How to Apply

To apply, please email resume and cover letter to: hr@dana.org.

To apply, please email resume and cover letter to: hr@dana.org.

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