Executive Assistant to the Executive Office

About the Position

The Executive Assistant will serve as the primary point of contact for internal and external stakeholders and contacts on all matters pertaining to the Chief Executive Officer (CEO) and one additional executive-level staff member President. This is an in-person position at our office in Lower Manhattan.

They will manage schedules and calendars, being both responsive and proactive in maximizing the CEO’s time and in close coordination with the Chief of Staff (COS). The Executive Assistant will also support one additional executive-level staff member as needed. They will make decisions and advise others based on knowledge of each executive’s preferences. They will manage travel, schedule meetings, and host guests as directed. They will promptly and correctly submit the CEO’s expenses. They will organize in-person and virtual meetings, support key relationships, and ensure that our Executive Team members are supported as needed.

In addition, the Executive Assistant will work independently to organize and complete special projects and will occasionally assist with high-level general office management requests as needed.

Responsibilities include:

• Provide executive-level administrative support, including managing calendars and correspondence, editing and drafting documents, organizing and supporting the CEO’s and one additional executive team member’s travel itineraries, compiling and submitting expense reports, preparing meeting agendas and minutes as directed, and other support functions as needed.
• Coordinate closely with the COS regarding workflow, prioritizing, and planning.
• Maintain mindful gatekeeping guidelines to manage calendars for the CEO and one additional executive-level staff member as needed/directed.
• Communicate efficiently and often quickly with the CEO, Executive team, and COS regarding calendar changes, upcoming commitments and responsibilities, suggesting solutions as needed and following up appropriately.
• In close collaboration with the COS, assist the Executive Office as needed in preparing for and supporting Board of Directors meetings, maintaining established and developing processes to ensure efficiency, accuracy and strict confidentiality.
• Maintain high standards of professionalism, confidentiality, sensitivity and decorum, ensuring that all interactions and communications reflect the Executive Office’s expectations and strategic objectives.
• Research, prioritize, and follow up on incoming issues and concerns including those of a sensitive or confidential nature, as directed by the Executive Office in close coordination with the COS.
• Maintain consistently evolving appropriate business sense aligned with the objectives of the Executive Office as to when to act independently vs. when to ask for direction.
• Complete critical deliverables and special projects accurately and on time as directed by the Executive Office, often involving complex business relationships requiring strict confidentiality.
• Mindfully resolve calendar conflicts in line with Executive Office strategic objectives.
• Communicate clearly, accurately and efficiently to protect and maintain relationships with important stakeholders including donors/partners and their support staff, GIIN colleagues, the Board of Directors and all others on behalf of the Executive Office.
• Support good data hygiene/management through meticulous data entry and organization, especially using SharePoint, Salesforce, and Outlook calendar/contact management.
• Other duties as needed.

Candidate Profile

The Executive Assistant must be an empathetic, resourceful, down-to-earth and highly responsible career professional with a flexible, collaborative spirit and a personal sense of ownership regarding their position. In addition, they must be approachable, friendly and enjoy working in a small office, eager to contribute to a mission-oriented, results-driven, and community-based work environment.

The ideal candidate is experienced providing executive-level support role to C-level executives, consistently employing impeccable judgment and discretion in all situations. They will have significant prior experience in juggling multiple priorities as needed and will work well under pressure. They will be pragmatic, process-oriented problem solvers who can operate independently, but who will not hesitate to ask for direction/help as needed. They will handle a wide variety of activities and confidential matters with kindness, respect and discretion. The Executive Assistant’s work and orientation will always reflect the professionalism and values of the Executive Office and the GIIN as an organization, internally within our community as well as externally as a global leader in impact investing.

They must be calm, confident team player with excellent organizational skills, multi-tasking abilities, and high personal standards. A sense of humor and commitment to the GIIN values and culture are essential. The Executive Assistant will report to the CEO and one additional executive-level staff member.

Qualifications

• Five to seven years of past experience providing direct administrative support to C-Level executives.
• Associate’s degree or higher is preferred.
• Strong organizational skills and abilities to perform and prioritize multiple tasks seamlessly with relentless attention to detail.
• Proven interpersonal skills and the ability to build relationships with stakeholders, including Board members, external partners, donors, other support/service providers, and GIIN staff members at all levels.
• Ability to handle confidential information with complete discretion and be mindful in prioritizing competing demands.
• Excellent written and verbal skills.
• Strategic-minded support professional who proactively seeks opportunities and proposes solutions to problems
• Interpersonal skills and support-minded orientation to thrive in a small office, one-team environment.
• Proficiency with Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Familiarity with SharePoint and Salesforce is a plus.
• Enjoy learning new software and technology.
• Proven team player eager to work both independently and collaboratively.
• Engaged mindfulness regarding the objectives and priorities of the Executive Office and a willingness to learn new skills.
• Alignment in thought and action with GIIN’s values: https://thegiin.org/values-and-guiding-principles
• Commitment to human dignity, justice, fairness, and respect. The GIIN considers the values of human dignity, fairness, justice and respect to be central to the work it does as a champion of impact investing. The GIIN believes that upholding these ideals is a global imperative and is an essential purpose of impact investing. While the challenges associated with these values are experienced differently across cultures, nations, and societies, they are fundamental to a shared human experience and the building of strong communities, a healthy world, and a sustainable future for all people. Successful candidates will be committed to continuous learning about human dignity, justice, fairness, and respect and how to manifest these principles in the workplace.

Location

This position will be based in our New York City office year-round and is not eligible to participate in the GIIN’s hybrid work model. Candidates must possess valid authorization to work in the United States that does not require employment visa sponsorship. For example, possessing U.S. Citizenship or Lawful Permanent Residency (Green Card).

Compensation

The GIIN is committed to pay equity. The salary range for this role is between $57,000-$80,000, with exact salary depending on experience, with an excellent benefits package.

We aim to offer competitive salaries and benefits and are committed to fairness, trust, and consistency in compensation. We do not ask for prior pay history from our candidates and our offer-making process is negotiation-free for salaries and benefits.

• Medical, Dental and Vision- with generous employer premium contributions
• Health and Dependent Care Flexible Spending accounts
• Pre-tax commuter benefits
• 401k with generous employer contributions
• Employer-paid short and long-term disability benefits
• 12 weeks of paid parental leave
• Flexible/hybrid work schedule
• Generous paid-time off benefits: